110933 - Administrative Assistant (Part Time)
As a federally-funded institution, UC San Diego Health maintains a marijuana and drug free campus. New employees are subject to drug screening.
#110933 Administrative Assistant (Part Time)Filing Deadline: Tue 9/21/2021
For the safety and well-being of the entire university community, the University of California requires, with few exceptions, that all students, faculty and staff be vaccinated against the COVID-19 virus before they will be allowed on campus or in a facility or office. For more information visit: https://ucnet.universityofcalifornia.edu/news/2021/07/ucs-covid-19-vaccine-policy.html
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.
- Occasional overtime may be required.
Job offer is contingent on successful engagement in the UC COVID-19 Vaccination program (fully vaccinated with documented proof or approved exception/deferral).
UC San Diego Health is the only academic health system in the San Diego region, providing leading-edge care in patient care, biomedical research, education, and community service. Our facilities include two university hospitals, a National Cancer Institute-designated Comprehensive Cancer Center, Shiley Eye Institute, Sulpizio Cardiovascular Center, and several outpatient clinics. UC San Diego Medical Center in Hillcrest is a designated Level I Trauma Center and has the only Burn Center in the county. We invite you to join our dynamic team!
Applications/Resumes are accepted for current job openings only. For full consideration on any job, applications must be received prior to the initial closing date. If a job has an extended deadline, applications/resumes will be considered during the extension period; however, a job may be filled before the extended date is reached.
UC San Diego Health is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, age, protected veteran status, gender identity or sexual orientation. For the complete University of California nondiscrimination and affirmative action policy see: http://www-hr.ucsd.edu/saa/nondiscr.html
UC San Diego is a smoke and tobacco free environment. Please visit smokefree.ucsd.edu for more information.