Graduate Funding Coordinator - Viterbi School of Engineering

Position Summary: The University of Southern California’s Viterbi School of Engineering is excited to announce the addition of a new position within its ranks: Graduate Funding Coordinator. This newly established role is integral to the School’s mission of providing an exceptional educational experience to its graduate students. The successful candidate will ensure a seamless and effective approach to managing the various funding streams for graduate fellowships, teaching assistants (TAs), and research assistants (RAs). This position requires a highly organized, agile, and entrepreneurial individual who is not only adept in financial and payroll systems but also passionate about maintaining excellence in service quality.

Key Responsibilities:

• Initiate and administer a comprehensive system to track all funding related to graduate fellowships, TAs, and RAs.

• Facilitate the setup and maintenance of incoming PhD students in USC’s Student Information System (SIS) and Workday, ensuring timely and accurate payment processes.

• Enter Research Assistant, Teaching Assistant, and fellowship award codes into SIS for approximately 2,000 PhD students (RA/TA/fellowship); enter student fee information into SIS.

• Maintain clear and open communication with students regarding their financial transactions, providing prompt, detailed explanations and guidance as needed.

• Triage complex cases involving student financial issues, ensuring they are responded to promptly and effectively.

• Navigate the USC Grad School portal to activate fellowships and manage aspects of the Ph.D. program process.

• Liaise with the USC Grad School and Viterbi departments to communicate fellowship activation deadlines and coordinate timely execute.

• Activate and enter Viterbi-level fellowships into SIS on a timely basis.

• Coordinate with Viterbi Advancement on the availability and entry of new Viterbi-wide fellowships into SIS on a timely basis.

• Regularly audit and report on funding allocations, disbursements, and expenditures, providing transparency and accountability.

• Collaborate closely with the Viterbi Admissions and Student Engagement (VASE) office to integrate financial management with student admissions and engagement strategies.

• Generate periodic reports detailing the status of funds and student accounts for review by the Director of Payroll and other stakeholders.

• Manage specific student financial transactions, including the oversight of late fees, payments/re-payments, and account inquiries.

• Remain current on university fiscal policies and federal regulations to ensure compliance and best practices in student funding and employment.

• Work with academic departments to anticipate financial needs and implications for budget planning.

• Commit to delivering superior service to the School’s students and staff, promptly addressing funding and payroll related inquiries and concerns.

• Lead initiatives to enhance the efficiency and effectiveness of the funding administration process within the Viterbi School of Engineering.

Job duties may be added or modified as needed.

Diversity, equity, and inclusion are central to the mission of the USC Viterbi School of Engineering. Viterbi staff are expected to facilitate a culture of support and service, to model civility and respectful engagement at all times, and to maintain the highest ethical standards and to maintain strict confidentiality across all facets of their work.

Preferred qualifications:

• Bachelor’s degree in Finance, Business Administration, or a related field; Master’s preferred.

• At least three years of professional experience in financial management and payroll systems, with a preference for candidates familiar with an academic setting.

• Expertise in university financial systems, especially SIS and Workday.

• Demonstrated ability to navigate and manage complex administrative processes.

• Acute analytical skills with a proficient ability to assess and interpret financial data.

• Exceptional communication and interpersonal skills, coupled with a service-oriented mindset.

• Strong organizational abilities, with an emphasis on prioritizing and time management.

• Dedication to fostering an inclusive environment that values diversity and equity.

Minimum Education:

• High school or equivalent and or a combination of 3 years experience.

• Minimum Field of Expertise: Payroll services experience. Demonstrated interpersonal and communication skills.

Additional Information

This is a hybrid position. The Graduate Funding Coordinator will generally be expected to work onsite for 2 days per week, and may be asked to come in more frequently on an as-needed basis during periods of high activity (for example, the beginning and end of each semester). This position is not eligible for fully remote work.

The hourly rate range for this position is $35.93 - $39.38. When extending an offer of employment, the University of Southern California considers factors such as (but not limited to) the scope of responsibilities of the position, the candidate’s work experience, education/training, key skills, internal peer equity, federal, state, and local laws, contractual stipulations, grant funding, as well as external market and organizational considerations.

Application Process:

As this is a new and vital role for the Viterbi School of Engineering, USC is committed to finding a candidate who exemplifies the innovative spirit of the institution. Interested applicants should provide a resume and a cover letter articulating their fit for this role. Review of applications will begin immediately and will continue until the position is filled.