UCSD Department of Psychiatry is one of the most innovative and productive academic departments in the country, offering challenging career opportunities in the diverse areas of advanced educational programs, cutting-edge research, and state-of-the-art clinical services. The department is committed to offering a dynamic learning environment and growing opportunities to its talented and dedicated employees.

As an entry-level position, the incumbent is expected to acquire the skills of a Fund Specialist for the Psychiatry Business Office, to help support the financial analysis, fiscal management and administration of a range of extramural grants, contracts, subcontracts, and service agreements totaling $5 million in annual direct and administrative funds. Out of the $5 million, the incumbent will be trained to manage the smaller training and clinical agreements for a total of $1 million. Acquires the skill for pre- and post-award administration. Works with Fund Manager and Principal Investigators (PI) with multiple fund sources and awards to coordinate research program funding. Learns to monitor financial results and identify funding to meet all faculty and staffing commitments. Learns to identify variances, resolve problems in accordance with departmental, university, and agency regulations. Learns to develop and analyze budgets along with providing assistance to faculty and staff. Learns the skill to serve as liaison between the Community Psychiatry Program (CPP) and central offices, including the Office of Contract and Grant Administration (OCGA), the Health Sciences Sponsored Projects Pre-award Office (HSSPPO), and the Sponsored Projects Finance (SPF).

As a part of yearly budget process, acquires the skill to prepare salary worksheets for each of the faculty members assigned. Coordinates PI and departmental approval of funding sources and salary rate. Works with various fund managers to confirm renewal of faculty funding on projects for the FY. Monitors the implementation of the worksheets in UCPath to ensure the percent efforts, projects, salary rates Va 8ths and titles are error-free. When errors are found, works with ARC to correct them in a timely manner so that that PIs are not under/overpaid.

Works closely with the Community Psychiatry Fund Manager to provide monitoring of fiscal operations for large, complicated, and complex clinical programs, including preparing: programmatic, financial operating budgets; monthly reports to reflect performance in key operating areas, such as billing, and collections, etc.; analyses of key operating data and making recommendations for improving operations. Serves as backup CPP contact for external and internal audits of clinical operations.

• Four years of related experience, education/training, OR a Bachelor's degree in related area.

• Ability to learn and develop understanding of applicable federal, state, local, sponsor and institutional regulations, policies, and guidelines.

• Ability to learn and develop understanding of applicable compliance requirements related to use of human or animal subjects in research, financial conflict of interest, biosafety, etc.

• Ability to thrive in a busy, high-volume, and deadline driven work environment that requires coordination of multiple activities and the judgment and flexibility to reprioritize to accommodate emergency requests. Detail oriented. Excellent time management and strong demonstrated organizational and multi-tasking skills.

• Ability to perform routine financial analysis and reporting.

• Proficiency working with computer and information management systems. Excellent computer skills, specifically in Excel, in addition to experience with MS Word, database programs, internet browsers, and email software.

• Organization and communication skills and customer service focus. Excellent verbal, written, and electronic communication skills that facilitate professional, effective, and courteous interaction with a diverse population.

• Experience to establish priorities, meet multiple and frequently changing deadline with flexibility, process a high volume of work while under pressure, and maintain a high level of accuracy.

• Ability to maintain confidentiality, as required.

• Excellent interpersonal skills including tact, diplomacy and flexibility.

• Experience to work individually and / or in a team framework in conjunction with Principles of Community under supervision.

• Experience to work effectively with a diverse population, including faculty, staff, students and the business community.

• Knowledge of accounting principles, business math and bookkeeping for budget planning and analysis, and in reconciling discrepancies.

• Ability to monitor spending on Procurement Card and ensure university policy is followed.

• Experience to learn and review funding announcements and accompanying guidelines for various proposals and advise PIs on drafting proposal budgets with respect to available funds.

• Experience to learn, understand, and acquire skills to analyze and interpret complex written material, financial data and computer generated models/information to effectively communicate results to PIs.

• Proven ability to prioritize heavy workload and meet deadlines despite constant interruptions and competing deadlines, where information must be assembled quickly with competing and conflicting deadlines.

• Experience to learn to perform internal audits of procedures to ensure compliance with OMB A-110, OMB A-133, OMB A-121, and specific contract terms.

• Ability monitoring the program budget including reconciliation of expenses.

• Ability to learn Oracle, UC Path, Concur, Blink, or equivalent Programs.

• Experience processing personnel, payroll and reimbursement documents for the House staff program participants and faculty; ensuring residents and fellows are kept abreast of enrollment procedures and registration.

• Employment is subject to a criminal background check.

• Must be able to work occasional overtime to meet agency deadlines, as needed.