Job Description

Payroll Title:
BLANK AST 3
Department:
EH&S
Salary Range
Commensurate with Experience
Worksite:
Campus
Appointment Type:
Career
Appointment Percent:
100%
Union:
CX Contract
Total Openings:
1
Work Schedule:
8 hrs/day, Monday - Friday

#113133 Environmental Affairs Administrative Assistant

Filing Deadline: Wed 12/15/2021

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 11/29/2021 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 12/15/2021. Eligible Special Selection clients should contact their Disability Counselor for assistance.

DESCRIPTION

Under the general supervision of the EH&S Hazardous Materials Manager, the Environmental Affairs Administrative Assistant will serve as the primary unit resource responsible for all administrative aspects including determination of procedures, selection of methods, and implementation of application of fiscal policies and programs to ensure effective best business practices for Environmental Affairs (EA), a division of Environment, Health and Safety. Make operational decisions within policy. Prepare and process financial, procurement and travel transactions. Analyze problems and ensure transactions are in accordance with UCSD and departmental policy and that all business transactions are processed using appropriate internal control structure. Create requisitions and purchase orders, and reconcile financial activities on purchase orders and invoices for goods and services. Coordinate complex travel arrangements for individuals and multi groups as required, including registrations, airfare, hotel, car rental, parking, conference reservations, itinerary, travel expense reporting/reconciliation, and resolve complex problems with vendors.

Analyze data and assign expenses to proper accounts for accurate and complete recordkeeping, reconcile expenses with receipts, and apply expenses to the correct Oracle financial accounts. Gather financial information and prepare ad hoc reports for analysis of trends in expenditures. Make recommendations regarding resolution of potential deficits and reallocation of surpluses. Respond to questions about the UC San Diego Oracle chart of accounts, invoice/billing issues, and other financial transactions. Work with colleagues to research and investigate improper or unassigned expenses and fully participate in fiscal close activities that occur in June/July.Responsible for maintenance of hard copy and electronic records for regulatory compliance; data management filing and retrieval systems in accordance with department, University, UCOP policies; and answering telephone and email inquiries for all of Environmental Affairs.

In consultation with the Hazardous Materials Manager: responsible for administrative aspects of the Environmental Management Facilities (EMFs) infrastructure including maintenance. Serve as office liaison to other campus units such as ITS, Facilities Management, BFS, EH&S Business Office; work with these other units to ensure the infrastructure and operational needs of the EMFs are met and maintained. Initiate recruitments for student employees in EA. Prepare student job descriptions and coordinate with EH&S Business Office for student employment recruitments/separations.

  • Occasional evenings and weekends may be required.

QUALIFICATIONS

  • Demonstrated experience of financial accounting/bookkeeping principles. Knowledge and skill in applying basic accounting principles and in utilizing related analytical concepts.

  • Thorough knowledge of budgetary issues and preparation process generally accepted accounting principles including chart of accounts, cost and fund accounting.

  • Demonstrated experience with purchasing and disbursements accounting procedures including use of related business systems.

  • Demonstrated working experience and ability to interpret university policies, procedures and regulations related to all aspects of staff and student personnel and payroll policies.

  • Highly proficient in Word, Excel, Access, PowerPoint, and Outlook. Demonstrated experience using financial systems software and ability to reconcile ledgers, produce monthly statements, and prepare appropriate journal entries.

  • Office administration skills, including general clerical skills (e.g., filing, copying, telephone and email etiquette, and office operations). Proven ability to maintain office records with high level of accuracy.

  • Strong organizational skills with the ability to be flexible, yet able to handle multiple tasks simultaneously. Ability to prioritize workload to meet shifting deadlines and changing priorities with frequent interruptions.

  • Demonstrated ability to work independently and effectively with minimal supervision and produce accurate results in a timely manner. Ability to juggle multiple projects, priority tasks, and meet deadlines.

  • Demonstrated ability to maintain confidentiality in all areas of work and to be able to communicate tactfully and with discretion.

  • Proven ability to communicate effectively in person and in writing, including proof reading for grammar and spelling. Proven ability to write clear and concise memoranda and correspondence.

  • Excellent interpersonal skills including tact, diplomacy and flexibility. Proven ability to perform in a team environment working with diverse team members. Demonstrated ability to work with diverse populations and uphold the UC San Diego Principles of Community.

SPECIAL CONDITIONS

  • DOJ/FBI background check and clearances required prior to employment.

  • Must possess and maintain a valid California Driver License.


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

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

Application Instructions

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