SDSU Research Foundation

Fiscal Specialist

Req No.
Full-Time Contract
$3,845.00 - $5,200.00 per month, DOE
Dept/Proj Name
Pre-College Institute
Close Date


This position is open for 30 days with the first review of applications on January 24, 2018



The San Diego State University Pre-College Institute promotes college access and completion for under-served students through excellence and innovation in education.  Pre-College Institute comprises 22 staff members which include management and support personnel.  


The Fiscal Specialist is responsible for the overall fiscal management of multiple grants & contracts, sub-contracts and discretionary funds as managed by the SDSU Pre-College Institute.  This position reports to the TRiO Director, (Executive Director of the Pre-College Institute) and will consult/coordinate with the Director of Summer Residential Programs and Coordinators of the grants and contracts programs.  The Fiscal Specialist’s role works in consultation with PCI upper management however much of the work is carried out independently.  The Fiscal Specialist will have supervisory responsibilities of a Fiscal Assistant (and a Student Assistant when deemed necessary).  



The Fiscal Specialist is responsible for but not limited to:

Program Coordination 30%

  • Under the direction of the TRiO Director and in consultation with the Director of Summer Residential Programs with the cooperation of the program Coordinators, the incumbent will independently coordinate the processing of all necessary forms required to hire personnel and arrange for monetary requests such as purchase orders, travel & miscellaneous advances, stipends, etc. In this capacity, the incumbent will act as the principal interface with the San Diego State University Research Foundation (SDSURF) account administrator assigned to the PCI and will ensure that all necessary documentation is correctly filled out and is accurate before submission to the SDSURF.
  • The incumbent will liaise with the College of Education Fiscal Officer and the Administrative Analyst of the School of Teacher Education to report in a timely manner at the beginning of each academic year time and effort for the TRiO Director, to submit necessary documents for the Director’s reassigned time, and to report to the College the budget for the Director’s GRIF appointment. The incumbent will also project all PCI overload pay for the TRiO Director.
  • The incumbent will liaise with the SDSURF purchasing department for information on the best prices and best choices in the acquisition of materials, supplies, consultants, and in the execution of contracts for venues and other services necessary for the smooth operation of the programs.
  • The incumbent will document all in-kind (cost-share) contributions offered in approved budgets, when applicable.

Budget Creation and Projections 15%

  • In consultation with the TRiO Director and SDSURF development staff, the incumbent will create accurate and complete budgets for submission of continuation grants to the funding agency for approval, and will make projections on each grant on a continual and consistent basis to ensure that the project is within budget.
  • The incumbent will create budget adjustments when necessary throughout the budget year, to maintain positive account balances and in anticipation of future expenses to the budget.
  • The incumbent will independently create and maintain PCI budget projections with updates bimonthly or as changes are anticipated.

Monitoring Requests for Payments and Expenditures 10%

  • The incumbent will be responsible for timely analysis and monitoring of all TRiO budgets managed by the SDSURF, of keeping internal records of all expenditures submitted for payment, of checking internal records with PI profile to ensure that expenditure reports are accurate, and to submit appropriate budget adjustments as needed to ensure that each line item maintains a sufficient balance to cover expenditures.
  • The incumbent will maintain a productive and positive work relationship with SDSURF Fiscal and Human Resources personnel as it relates to accessing, reporting, interpreting, analyzing and correcting financial reports.

Leadership and PCI Meetings 10%

  • Incumbent will assume a leadership role as an integral part of the PCI Management Team monthly meetings as well as the PCI All Staff monthly meetings. As part of the PCI Management Team, incumbent will participate and become part of the PCI initial strategic planning committee, with valuable input, presentations and workshops in alignment with the PCI initial strategic action plan. This includes fiscal representation and presentation, research, deliverance of thoughts and ideas to implement and achieve the goals and future vision for PCI. In this leadership role, incumbent will be instrumental in the PCI professional development through continuous improvement.
  • Incumbent will spearhead the orientation of new staff by creating and maintaining an all PCI Staff Orientation Reference Guide including policies and procedures. At the PCI All Staff monthly meetings, incumbent will present fiscal related information and instructions and as part of the PCI Management Team Leadership role, help lead the PCI staff on the PCI initial strategic plan.

Supervision 10%

  • The incumbent will train and supervise the Fiscal Assistant and provide oversight for all the associated Fiscal Assistant job responsibilities. This includes accurate and timely processing of all requisition documents for all programs and in the timely monitoring, record keeping, and filing of each request, assistance to project Administrative Assistants, preparation of reports as required.
  • Incumbent will collaborate with Fiscal Assistant to periodically structure and present fiscal related material and updates to all the PCI Administrative Assistants.

Policy 5%

  • Responsible for independently implementing an in-depth knowledge of the policies for budget management pertinent to TRiO projects in general and the funded TRiO programs under the PCI as iterated in the Higher Education Act as amended, Federal Regulations, EDGAR and OMB circulars pertinent to institutions of higher education. Also, knowledge regarding HRSA issued contracts & subcontracts.
  • The incumbent must know the conflicts among those layers of law and regulation and how they specify exceptions to OMB circulars. The incumbent is also responsible for knowing and implementing the internal policies and procedures of the San Diego State University Research Foundation (SDSURF) such that expenditures may be carried out in a smooth and consistent manner.

Project Justifications (5%)

  • The incumbent is responsible for maintaining an updated detailed knowledge of the goals and objectives of each of the programs, and in consultation with the TRiO Executive Director, is responsible for composing required justifications for each expenditure request and for submitting requisite copies of backup evidence from the proposals themselves and/or from governmental regulations when needed.
Reporting 5%
  • Incumbent will prepare written communications and reports to the sponsoring agencies/departments in consultation with the TRiO Executive Director and the pertinent SDSURF personnel regarding annual budget submissions, changes to approved budget requests and other associated tasks. Incumbent is responsible for annual reports that are required and encapsulate an entire year of actual expenditures.

Records Management 5%

  • The incumbent is responsible for setting up and keeping current a filing system that allows for quick and accurate retrieval of all fiscal records including correspondence regarding grant award notifications, personnel transaction forms, expense documentation, various reports, etc. 

Other 5%

  • Perform any other such duties as necessary to ensure the efficient fiscal management of the programs for the benefit of students and staff



  • Knowledge of banking operations and reconciliation functions
  • Knowledge of Generally Accepted Accounting Principles (GAAP)
  • Knowledge of computerized databases, spreadsheets and MS Office software
  • Ability to train and supervise; provide oversight to staff
  • Ability to take initiative and independently plan, organize, coordinate, and perform work in various situations where numerous and diverse demands are involved
  • Ability to demonstrate strong organizational, analytical, and problem-solving skills
  • Ability to anticipate problems and adress them proactively
  • Ability to collect, evaluate, and interpret data to develop sound conclusions and make appropriate recommendations and present information and ideas in written or presentation form
  • Ability to clearly express ideas or positions both orally and in writing 



  • Bachelor's degree and/or equivalent training and administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs.


  • 5 years of progressively responsible experience in an office or administrative environment



  • Nonprofit experience
  • Experience with higher education and/or related auxiliary organizations
  • Previous work experience with SDSURF, TRiO grant, US Dept. of Education program, or an institute of higher education
  • Previous experience with reconciliation


A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with SDSU Research Foundation


San Diego State University Research Foundation is an EEO/AA/Disability/Vets Employer


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