111733 - Fiscal 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.
#111733 Fiscal Assistant (Part Time)Extended Review Date: Tue 10/19/2021
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/2021/10/flu-vaccination-requirement-for-uc-students,-faculty-and-staff-issued-for-2021-2022.html
This position is a limited position with the possibility of extension/career conversion.
Special Selection Applicants: Apply by 10/07/21. Eligible Special Selection clients should contact their Disability Counselor for assistance.
This position will remain open until a successful candidate has been identified.
UCSD Health Sciences is a $1 billion dollar plus organization encompassing 16 academic departments (14 clinical, 2 basic sciences), 2 pre-academic/hospital departments, 2 professional schools (School of Medicine and Skaggs School of Pharmacy and Pharmaceutical Sciences), 2 hospitals, and various other programs and units all dedicated towards fulfilling the Health Sciences missions. The UCSD Department of Cellular and Molecular Medicine (CMM) is one of two basic science units in the School of Medicine where world-class researchers study fundamental cellular processes and pathways using a variety of techniques from classical genetics and fluorescence microscopy to high-throughput genomics, systems biology, and crystallography.
Our 36 faculty and over 200 postdoctoral scholars, graduate students, and research staff work on the cutting edge of biology, cutting across fields from basic biochemistry and genetics to genomics, systems biology and stem cell biology. The faculty also play a major role in medical and graduate student training, providing educational and programmatic offerings that span several disciplines and provide diversity to meet the interests of a broad spectrum of students and scholars. The diverse mix of ages, backgrounds, and talents creates a robust work environment with challenging career opportunities and a commitment to continued growth potential. We constantly seek to recruit highly motivated, technologically-advanced, and deeply interested individuals who are ready to become a part of our dynamic research and educational environment.
Within CMM, the Glycobiology Research and Training Center (GRTC) is an internationally recognized UC San Diego Organized Research Unit with an 18-year track record of facilitating and enhancing research, training and collaboration among UC San Diego faculty who study the molecular and cellular biology of glycans and their roles in health and disease.
Under the supervision of the Glycobiology Research and Training Center (GRTC) Administrative Manager, incumbent is responsible for providing high-level executive assistant support for faculty, accounting, general office support and special projects in a dynamic research environment.
The Fiscal and Administrative Assistant is at the hub of GRTC activities and functions as the GRTC office manager. The incumbent will perform administrative support for faculty in the management of all aspects of faculty professional life: academic appointment, curriculum vitae, and related documents, schedule appointments, maintain animal and human subject protocols, travel arrangements and reimbursement, and purchasing. Manage lab academic personnel files. Incumbent will be the executive administrative assistant for one of the GRTC Co-Directors and the GRTC Administrative Program Manager, and provide general assistance to junior faculty, lab personnel, visitors, etc.
The incumbent will provide supervised fiscal support to the Program Manager, including fiscal management of extramural and other funds. Responsibilities include preparing grant applications (pre-award), monthly post-award reports and analysis, and transaction sampling. He/she participates in the audit and reconciliation of monthly operating ledgers and the use of appropriate methods to correct and resolve discrepancies, including payment resolution and the initiation of eNPETs, ePETs, encumbrance adjustments, budget adjustment journals and transfers of funds as needed.
Assists department staff in preparation of online requisitions, marketplace orders, payment authorizations, entertainment reimbursements, and all travel processes. Finally, he/she will participate in general business operations, preparations and day-of activities for the annual symposium, and special projects.
This position requires flexibility and the performance of a wide range of duties requiring confidentiality, discretion, tact, diplomacy, decision-making skills and sound judgment.
Demonstrated experience providing high-level support for faculty and/or executives.
Experience coordinating multiple calendars including follow through with schedules and activities for faculty, to ensure smooth operation of office and laboratory.
Ability to work independently and follow through on assignments with accuracy and attention to detail. Requires good problem solving skills and ability to exercise good judgment. Ability to independently gather information, follow up on projects, and solve problems creatively.
Excellent oral and written communication skills. Ability to communicate effectively in person, on the telephone, via fax and in writing with all levels of personnel (faculty, staff, students).
Extensive computer experience (Mac preferred). Strong computer skills with emphasis in Microsoft Office Suite, Acrobat reader, Acrobat professional.
Ability to maintain strict confidentiality in regards to financial, personnel and payroll information.
Proven ability to perform a wide range of duties requiring confidentiality, discretion, tact, diplomacy, decision-making skills and sound judgment.
Willingness to work with a laboratory that performs animal research.
- Thorough knowledge of university and specialized on-line systems. Ability to prepare on-line purchase and travel requests.
- Thorough knowledge of university policies and procedures relating to accounting, purchasing, travel and disbursements.
- Experience with Adobe Creative Suite, Bookends or equivalent programs.
- A minimum of two (2) years of higher-level education.
- Employment is subject to a criminal background check.
- Must be willing to work occasional overtime as requested.
- Work in proximity to laboratories where animals, hazardous materials, and radiation are present.
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.