Graduate Financial Support Coordinator - 134003

Uses professional financial services concepts. Applies organization policies and procedures to resolve a variety of moderately complicated issues. Works on financial services problems of moderate scope where analysis of situations or data requires a review of a variety of factors.

The Graduate Financial Support Coordinator, under the guidance of the Assistant Director of Graduate Financial Support, oversees financial support processes for approximately 230 PhD students in the School of Biological Sciences. This includes managing Graduate Student Researchers (GSRs), PhD TAships, fellowships, traineeships, and external awards. The coordinator maintains systems for tracking appointments, appointment types, expenditures, and data while ensuring strict adherence to financial policies and procedures. Serving as the primary contact for faculty, staff, and students regarding student support expenditures, policies, and procedures, the position fosters alignment with academic programs, institutional regulations, and union agreements.

Key responsibilities include coordinating and timely processing of graduate student funding and appointments, ensuring compliance with financial and academic policies, and collaborating with various stakeholders to provide accurate financial processes and exceptional service delivery. Working with the Assistant Director of Graduate Financial Support, responsible for the administration/implementation of complex student support packages. The coordinator liaises with GEPA and other campus units to troubleshoot and resolve pay discrepancies and policy issues while ensuring timely tuition and fee payments. The role also involves negotiating funding arrangements with faculty and financial managers, preparing reports and analyses to support leadership decision-making, and contributing to long-term planning for financial sustainability.

This position requires exceptional organizational, analytical, and interpersonal skills to navigate the complexities of graduate funding, policy compliance, and process improvement. It involves interpreting and applying multiple layers of applicable policy, documenting processes, identifying short- and long-term financial support needs, and planning multi-year support packages in collaboration with program leadership. The coordinator ensures compliance with federal, state, and institutional regulations while maintaining accountability and transparency in financial operations. Monitoring and analyzing expenditures, conducting audits, and providing data-driven insights, including addressessing and recommending necessary changes, are critical aspects of this role. The incumbent will also compose correspondence regarding graduate academic matters for signature of departmental authorities.

The coordinator advises faculty and students on financial and academic concerns with professionalism and sensitivity, providing guidance on eligibility, workload, responsibilities, benefits, performance expectations, and procedural matters while referring individuals to appropriate campus resources when necessary. Collaboration with academic advisors and campus units ensures the integration of financial and academic requirements to support student success. The role may also involve providing direction to staff or student workers to enhance operational efficiency. Other duties are performed as assigned to meet evolving departmental needs.

• Bachelor's degree in related area and / or equivalent experience / training.

• Working knowledge of financial processes, policies and procedures.

• Strong knowledge of financial data management and reporting systems. Knowledge of accounting systems and records, appointment rules and regulations.

• Proficiency in the use of spreadsheet and database software. Proficiency in Microsoft Excel and database tools for tracking, forecasting, and reporting.

• Strong interpersonal skills, analytical skills, service orientation, active listening, critical thinking, attention to detail, ability to multi-task in a high-volume environment, organizational skills, effective verbal and written communication skills, sound judgment and decision making.

• Ability to function effectively as a member of a team.

• Ability to adapt to changing priorities. Ability to develop and implement appropriate and creative solutions. Demonstrated skills to meet multiple deadlines and deal with frequent interruptions and changing priorities; strong concentration skills.

• Intermediate knowledge and understanding of internal control practices and their impact on protecting University resources.

• Skills to provide coaching and mentoring to support staff.

• Demonstrated skills to prioritize and organize workload. Ability to prioritize tasks and adapt to shifting priorities in a high-volume environment.

• Working knowledge of human resources policies and procedures. Proven ability to analyze complex pay records and personnel forms. Knowledge of employee citizenship and visa requirements, lawful permanent resident and alien authorized to work in the U.S.

• Ability to maintain the confidentiality required by law for student grades, financial information, etc. as well as confidentiality of department business, etc.

• Strong analytical and problem-solving abilities to manage complex financial scenarios.

• Excellent interpersonal and communication skills to interact effectively with diverse stakeholders.

• Strong problem-solving, negotiation, and decision-making skills.

• Demonstrated knowledge of and ability to apply principles of student affairs funding and how these relate to academic programs in coordination of student support from advising and fiscal perspectives. Working knowledge of general issues related to the intersection of student affairs with fellowship policies, employment policy, union guidelines, etc.

• Must pass a background check.

• Hybrid work schedule available.

If employed by the University of California, you will be required to comply with our Policy on Vaccination Programs, which may be amended or revised from time to time. Federal, state, or local public health directives may impose additional requirements.

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For the University of California's Affirmative Action Policy please visit: https://policy.ucop.edu/doc/4010393/PPSM-20
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Misconduct Disclosure Requirement: As a condition of employment, the final candidate who accepts a conditional offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; received notice of any allegations or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer.

a. "Misconduct" means any violation of the policies or laws governing conduct at the applicant's previous place of employment, including, but not limited to, violations of policies or laws prohibiting sexual harassment, sexual assault, or other forms of harassment, discrimination, dishonesty, or unethical conduct, as defined by the employer. For reference, below are UC's policies addressing some forms of misconduct:

• UC Sexual Violence and Sexual Harassment Policy
• UC Anti-Discrimination Policy
• Abusive Conduct in the Workplace