Please note that this position is part-time. It is 50% and expected to work around 20 hours per week and is eligible for benefits.
UCSD Layoff from Career Appointment: Apply by 08/05/21 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.
Special Selection Applicants: Apply by 08/16/21. Eligible Special Selection clients should contact their Disability Counselor for assistance.
Under supervision, the incumbent will provide a range of executive-level administrative and operational support to the Director of the Center for Neural Repair. Responsible for administrative support functions to include, but not limited to: overseeing general office functions, composing correspondence; reports preparation, travel coordination, processing of travel advances, events/entertainment coordination, reimbursements and monitor recharges.
Incumbent will also communicate and follow-up on work orders and oversee office maintenance, establish and maintain office filing systems (paper & electronic), and provide support for instructional activities as needed. Holds liaison responsibility with the VA Hospital in assisting personnel appointments, and assists with staff and academic appointments.
Demonstrated experience and proven ability to provide a high level of independent administrative and fiscal support.
Experience with complex scheduling with ability to prioritize and develop procedures to streamline workload and produce quality work with shifting deadlines and frequent interruptions.
Solid communication and interpersonal skills to communicate effectively with all levels of staff in person, verbally, and in writing. Effective and efficient oral and written communication skills with all levels of academic, administrative and staff personnel, in addition to outside agencies. Superior proofreading and editing skills to ensure accuracy. Strong knowledge of correct grammar, style, format, and spelling.
Experience with a wide variety of travel-related administrative activities including university policies and procedures, tracking systems for meeting expenses, and tracking of persons and materials in transit. Proven experience with policy and procedures related to travel and disbursements.
Experience with facilities/space management and office/lab safety procedures and requirements. Ability to interpret manuals, review and follow related processes/procedures and maintain current accurate compliance records and documentation as required or needed.
Proficient computer skills using Google Calendar, MS Word, Excel, PowerPoint, Outlook, and a variety of web-based programs to perform computer tasks, learn new programs/applications with minimal direction, and exercise fast and accurate typing skills.
Experience working in a networked environment using email, online calendaring and internet navigation skills and experience learning new office-related software and hardware.
Experience with purchasing practices and procedures including contacting vendors, obtaining and negotiating prices and using online purchasing system. Experience with monitoring database system, especially in regards to ordering system.
Experience compiling statistical and other information involving mathematical calculations, designing reports using appropriate computer software and synthesizing data from a variety of sources.
Excellent written and electronic communication skills that facilitate professional, effective, and courteous interaction with a diverse population. Ability to compose, edit and proofread letters, memorandum, minutes of meetings, and summary reports with clear and concise expression, proper grammar, style, and punctuation.
Strong interpersonal skills including tact, diplomacy and flexibility with the ability to work in a team framework in conjunction with principles of community with staff, professionals, the public, and others and ability to maintain confidentiality as required.
Ability to maintain confidentiality involving personnel and other work related matters.
Experience with University on-line systems (e.g. Link Family, BLINK, MyEvents, My Travel, Marketplace, My Time, Queries, CAMS).
Knowledge of on-line financial and personnel systems (i.e. IFIS, PPS) and ability to prepare on-line purchase travel requests, identify expenditure patterns and project expenditures.
Employment is subject to a criminal background check.
UC San Diego is an academic powerhouse and economic engine, recognized as one of the top 8 public universities by U.S. News and World Report. Innovation is central to who we are and what we do. Here, students learn that knowledge isn't just acquired in the classroom - life is their laboratory. UC San Diego's rich academic portfolio includes six undergraduate colleges, five academic divisions and five graduate and professional schools. The university's award-winning scholars are experts at the forefront of their fields with an impressive track record for achieving scientific, medical and technological breakthroughs.