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University of San Diego

San Diego, CA

Accounting and Administrative Assistant - Work From Home

Employment TypeContractor
Date Posted2022-08-11
Direct Apply
Valid Through2023-11-07

Job Description:

Accounting and Administrative Assistant

Posting #: 4399

Department Description:
Rooted in social justice, led by compassion, inspired by curiosity, driven by a shared vision.

Mother Rosalie Hill Hall on the University of San Diego campus is home to the School of Leadership and Education Sciences' (SOLES) vibrant and vision-driven collective of academic departments, centers and institutes. Here, we combine innovation with introspection, academics with real-world application, and study with social impact.

Our nationally-accredited programs span the realms of leadership, teaching and counseling, both at graduate and undergraduate levels. They're all approached with an emphasis on social justice, multiculturalism and a determination to forge a better world together.

University Description:
The University of San Diego, a contemporary and engaged Roman Catholic institution, was founded by the Diocese of San Diego and the Society of the Sacred Heart in 1949. Governed by an independent board of trustees since 1972, USD remains committed to a liberal arts education grounded in the Catholic intellectual tradition and the pursuit of truth, goodness and beauty. Inspired by this centuries old tradition of Catholic higher education, the University welcomes people of all faith traditions and any, or no, religious background. The future success of USD relies on the contributions of those who seek to foster the development of engaged global citizens and an earnest confrontation of humanity’s urgent challenges.

Detailed Description:
This is a full-time temporary, benefit-based position with an anticipated end date of December 31, 2023.

Established in 2002 in the School of Leadership and Education Sciences (SOLES), The Nonprofit Institute (NPI) provides research, technical consulting, convening, and training to develop community leaders and organizations. NPI is nationally renowned for its programs to: help values-driven leaders connect, learn and advance social good and community; empower nonprofits by activating their greatest assets - their people; and provide the research, evaluation, and service these organizations need to make a lasting impact.

As part of The Nonprofit Institute (NPI), the Accounting and Administrative Assistant supports NPI directors and assistant directors with a variety of accounting, financial, and administrative tasks for all of NPI's programs and events. The Accounting and Administrative Assistant aides in preparation and dissemination of routine operating budget reports; monitors Institute compliance to budgets; and tracks invoices and payments. This role will also support general office management and special projects as needed.

Duties and Responsibilities:

Accounting and Finance Support
  • Provide accounting and clerical support to Assistant Director
  • Prepare and maintain accounting documents and records using reports initiated in Workday (USD's system of record) o Record key data of financial transactions for all NPI accounts o Prepare monthly financial reports comparing actuals to budget, ensuring accuracy
  • Reconcile accounts in a timely manner - analyze expenditures, identify problems and discrepancies, and note corrections needing journal entries
  • Process monthly corporate credit card expense reports
  • Process and track invoices, payments, and stipend requests for all of NPI
  • Review and analyze processes, as needed, to identify areas for improvement and implement solutions

General Office Management and Special Project Support
  • Oversee general day-to-day office operations and ensure appropriate levels of supplies, functioning equipment, and standardized procedures
  • Track all correspondence, ensure timely follow up and resolution of issues
  • Manage calendars for Institute directors as needed
  • Assist with scheduling and coordinating client meetings (calendar invites, directions, parking, refreshments, etc.)
  • Record and maintain thorough and accurate minutes for various NPI and SOLES meetings as requested
  • Order office supplies
  • Assist with the overall coordination and delivery of special projects, events, and programs for NPI and its related entities
  • Assist with general office duties associated with special projects and events including printing, collating, name tag assembly, refreshments set-up/clean-up, etc.
  • Coordinate parking arrangements for visitors when necessary
  • Review and analyze processes, as needed, to identify areas for improvement and implement solutions

Special Conditions of Employment:

The University of San Diego is requiring all employees to follow our Covid-19 vaccine requirement process. https://www.sandiego.edu/onward/

Background check: Successful completion of a pre-employment background check.

Degree Verification Requirement: Persons offered employment in this position will be required to provide official education transcripts for degree verification purposes.

Job Requirements:
Minimum Qualifications:
  • Bachelor’s degree or equivalent experience
  • 3 years of progressively responsible administrative experience, may include undergraduate, graduate, and/or professional experience
  • Accounting or financial experience
  • Advanced skills in Microsoft Office (especially Excel, including pivot tables)
  • Accuracy and attention to detail
  • Ability to work independently
  • Ability to maintain discretion and handle sensitive, confidential information
  • Must possess strong, effective and sharp analytical, time management and organizational skills with the ability to prioritize workload effectively
  • Demonstrated interpersonal skills with the ability to work effectively with diverse staff and administrators
  • Experience taking projects and products from initial idea through to completion
  • Knowledge of Workday, Concur, and/or Classy a plus

Posting Salary:
$23-25/hour depending on experience; Excellent Benefits

The University of San Diego offers a very competitive benefits package including; medical, dental, vision, a retirement contribution given to you by the University, and access to on-campus Fitness Centers. Please visit the benefits section of our website to view all of the perks and benefits that USD has to offer. USD: Human Resources: Benefits

Special Application Instructions:
Resume and Cover Letter Required

Click Apply Now to complete our online application. In addition, please upload a cover letter and resume to your application profile for the hiring managers’ review. If you have any questions or difficulties please contact the Employment Services Team at *****, or email us at *****/a>

Additional Details:
Hours: 37.5 hours per week; Opportunity for some remote work. Estimated start date mid January 2023.

Closing date: November 27, 2022

Note: External job postings will be up for at least five days. After that time, applications will be reviewed by the hiring manager/committee throughout the posting period. A candidate may be selected at any time which could then close this posting on a date earlier than listed.

The University of San Diego is an equal opportunity employer committed to diversity and inclusion and is especially interested in candidates who can contribute to the diversity and excellence of the campus community.

The University of San Diego is a smoking and tobacco-free campus. For more information, visit www.sandiego.edu/smokefree.

Advertised: November 07, 2022
Applications close: November 27, 2022

To apply, visit https://jobs.sandiego.edu/cw/en-us/job/496173/accounting-and-administrative-assistant

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Job ID: 3760765624882549442

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