111230 - Administrative Support Assistant
#111230 Administrative Support AssistantFiling 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
UCSD Layoff from Career Appointment: Apply by 09/10/21 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.
Special Selection Applicants: Apply by 09/21/21. Eligible Special Selection clients should contact their Disability Counselor for assistance.
The UCSD Mathematics Department is a dynamic unit with 67 faculty and approximately 30+ additional non-FTEs in various instructional and research titles. These academics work on a broad range of research funded from a diverse range of federal, state and private agencies. The department is comprised of 23 career staff, and 190 Masters and Ph.D. students. All working together to generate high caliber research in a broad range of fields and provides an outstanding graduate program that attracts top-ranked students who contribute to the department’s academic reputation. The department maintains a large undergraduate course of study that prepares pure and applied majors (over 2400) in Mathematics, as well as 57 other majors across the campus, with the strong fundamental background in mathematics needed to succeed in a variety of career options. The faculty are engaged in a vigorous research program with an average of 72 active awards in many interdisciplinary areas totaling approximately $20M/Yr. and an instructional program that enrolls approximately 40,000 graduates and undergraduates per year. As the fundamental language of science, Mathematics is an essential intellectual tool required by a trained workforce to create the technological advances of the future.
The department is the home of The Center for Computational Mathematics (CCoM). It consists of a broad and diverse group of faculty, researchers, and students, who share a common interest in the mathematical aspects of computation. The department is also the home of the Director of the Mathematics Diagnostic Testing Project, an intersegmental education project in California.
Under the supervision of the Instructional Support Manager, the Administrative Support Assistant is responsible for front desk and intake advising support and will oversee or assist with student petition processing, exam administration, enrollment tracking, and other administrative tasks as needed.
The Administrative Support Assistant will also coordinate faculty instructional needs such as textbook orders, desk copy requests, exam duplication, and seminar announcements. They will assist with accommodated exam administration for 80-150 individual students per quarter, including reminder messaging, exam set-up and collection, proctor assignments, and other coordination as needed.
Demonstrated administrative experience in an office or academic environment providing administrative support for senior administration and/or faculty.
Strong verbal and written communications skills with the ability to compose independent correspondence, and proofread letters, memos, and reports using current correct rules of punctuation, grammar, and style.
Problem-solving and organizational skills with strong attention to detail.
Ability to assess the most efficient means of retrieving information and the skill to develop innovative approaches, techniques, and procedures to provide more efficient and responsive services.
Skill in coordinating complex administrative activities by determining the time, place, and sequence of actions to be taken.
Skill in listening, anticipating, and responding to the needs of customers to achieve excellent customer service measured by outcomes rather than activities.
Ability to provide feedback, determine priorities, and manage time to meet deadlines when assigned a task.
Ability to work efficiently as a team member and foster positive relationships with co-workers and clients.
Ability to work a flexible schedule and occasional overtime. Ability to juggle multiple tasks with changing priorities and frequent interruption.
Experience using standard office software such as Microsoft Office (Word, Excel, PowerPoint, Access) Google applications, and e-mail programs to draft correspondence, reports, presentations, etc.
Working knowledge of accounting and mathematical skills needed to perform calculations using percentages and decimals, and ability to recognize errors and/or discrepancies and take administrative action to correct.
- Background check required.
Job offer is contingent on successful engagement in the UC COVID-19 Vaccination program (fully vaccinated with documented proof or approved exception/deferral).
The University of California 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
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