Job Description

Payroll Title:
Hiring Salary Range
$24.68 - $27.65 /hour
Appointment Type:
Appointment Percent:
CX Contract
Total Openings:
Work Schedule:
8 hrs/day, M-F

#112045 Administrative Assistant

Extended Review Date: Fri 12/3/2021

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 and influenza before they will be allowed on campus or in a facility or office. For more information visit: Flu Vaccine Mandate / COVID Vaccine Policy

UCSD Layoff from Career Appointment: Apply by 10/05/21 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 10/14/21. Eligible Special Selection clients should contact their Disability Counselor for assistance.

  • This position is open until filled.


The UCSD Mathematics Department is a dynamic unit with 67 faculty, approximately 30 additional non-FTEs in various instructional and research titles. These academics work on a broad range research funded from a diverse range of federal, state and private agencies. The department is comprised of 23 career staff, and 190 Master's 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 to the The Center for Computational Mathematics (CCoM) that consist of a broad and diverse group of faculty, researchers, and students, who share a common interest in the mathematical aspects of computation and the Director of the Mathematics Diagnostic Testing Project an intersegmental education project in California.

Under the direction of the AP/HR Supervisor and MSO, this position oversees tasks related to events, financial transaction processes, office administrative support, and timekeeping. Serve as primary contact for department events; travel transactions and reimbursements including travel, honoraria, meetings/events, payment authorizations, and general fiscal activities. Use appropriate Link Family applications to initiate and reconcile these transactions while ensuring each follows UCSD policies and department procedures.

Responsible for creating, budgeting, managing logistics, implementing and directing high profile internal and external events, such as conferences, weekly seminars, workshops, and bi-annual department meetings sponsored by the Department of Mathematics. May independently manage small, non-complex events.

Provide fiscal advice, assistance, and guidance to faculty and department administrative staff and management. Update and monitor accounting records in the computerized UCSD accounting system in accordance with various applicable federal, state, agency, and UCSD policies and regulations. Serves as liaison between the Mathematics Department and various departments such as Travel, Marketplace, Central Cashiers, Gifts Processing, and other central campus units. Perform fiscal closing activities as directed.

Serve as backup payroll timekeeper. Responsible for administration of positive reporting, leave/OT usage, initial problem resolution, and related duties.


  • Strong administrative support background, including experience in travel policy and reconciliation and experience in coordinating events.

  • Advanced knowledge of policies and procedures relating to budgeting, tracking, reconciliation, auditing, purchasing related to travel.

  • Knowledge of payroll and timekeeping.

  • Excellent computer skills including Microsoft Word, Excel, PowerPoint; Google Docs, Sheets, Forms, Sites; and email programs. Ability to learn and effectively use computerized systems.

  • Proven ability to independently analyze complex problems, research complex issues, draw appropriate conclusions, and develop and implement innovative solutions.

  • Proven skill in promoting harmonious working relationships and working in a team environment in conjunction with Principles of Community.

  • Ability to work independently, take ownership of work performance, follow through on assignments, and anticipate, identify, and analyze problems and resolve or recommend course of action for resolution as appropriate.


  • Thorough knowledge of campus departments and their various functions including Travel, Facilities, Purchasing, etc.


  • 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:

UC San Diego is a smoke and tobacco free environment. Please visit for more information.

Application Instructions

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