Job Description

Payroll Title:
BLANK AST 3
Department:
SCH. OF GLOBAL POLICY&STRATEGY
Hiring Pay Scale
$27.36 - $32.11/hour
Worksite:
Hybrid Remote
Appointment Type:
Career
Appointment Percent:
100%
Union:
CX Contract
Total Openings:
1
Work Schedule:
Days, 8 hrs/day, Mon-Fri

#130429 Admin. Asst. - Center for U.S. - Mexican Studies

Filing Deadline: Mon 6/24/2024

UC San Diego values equity, diversity, and inclusion. If you are interested in being part of our team, possess the needed licensure and certifications, and feel that you have most of the qualifications and/or transferable skills for a job opening, we strongly encourage you to apply.

UCSD Layoff from Career Appointment: Apply by 6/13/24 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 6/24/24. Eligible Special Selection clients should contact their Disability Counselor for assistance.

DESCRIPTION

The University of California’s only school of international affairs, the School of Global Policy & Strategy (GPS) provides a unique resource for training leaders, creating ideas, and building networks for the governance of globalization and its local impacts. GPS is internationally renowned for its innovative programs, superb faculty and outstanding students and now stands among the world's top graduate schools of international relations and is the established leader in its focus on Asia and the Americas. GPS instructs a diverse student body consisting of 60% domestic and 40% international students in MPP, MCEPA, MIA, BA-MIA, MAS, joint PhD with Department of Political Science and executive education programs. GPS also administers the International Studies Program, a fast-growing interdisciplinary program with over 1700 declared undergraduate majors, that offers a rigorous curriculum for undergraduate students interested in international affairs. Offering nine B.A. degree options, three combined BA/MIA programs, and a minor program, the International Studies Program explores the interaction between the international and national, global and local, contemporary and historical ideas shaping globalization. GPS is also the parent organization to major research centers: Center for Commerce and Diplomacy (CCD), Center on Global Transformation (CGT), Center for U.S.-Mexican Studies, 21st Century China Center, Fudan-UC Center on China, Institute on Global Conflict and Cooperation (IGCC), Policy Design and Evaluation Lab (PDEL), 21st Century India Center (21CIC), Laboratory on International Law and Regulation (ILAR), and Japan Forum for Innovation and Technology (JFIT).

The USMEX Administrative Assistant will work under the guidance of the USMEX Leadership team, providing a high level of administrative support to the Center for U.S.-Mexican Studies at GPS (USMEX). This role involves reviewing and evaluating correspondence, setting priorities, and determining responsibility for action. Additionally, the administrative assistant will manage assigned projects, coordinate domestic and international travel arrangements, handle reimbursements, purchase orders, and payment requests, as well as prepare comprehensive itineraries including air and ground transportation, hotel accommodations, and meeting locations. The USMEX Administrative Assistant will also be responsible for coordinating, tracking, and processing all fiscal transactions associated with assigned projects and events. Furthermore, this position will entail organizing both online and in-person events in collaboration with the GPS Events team.

  • Occasional evenings and weekends may be required. Overtime may be required.

QUALIFICATIONS

  • Fluent in Spanish and English, both orally and in writing.

  • Proven strong experience providing senior-level administrative support: scheduling meetings, calendaring, complex travel arrangements and managing general office needs.

  • Extensive PC and software experience to include Windows, Microsoft Office Suite (Word, Excel, PowerPoint) and Internet navigation.

  • Excellent customer service skills/interpersonal skills including tact, diplomacy and flexibility in order to work with a variety of individuals, from different cultures, in differing roles and in a variety of situations.

  • Demonstrated skill to effectively compose a variety of written materials (correspondence, reports, etc.) in appropriate format. Excellent skill and ability to proofread and correct for grammar, spelling, punctuation, typographical errors, clarity, syntactical correctness and continuity. Ability to adapt writing style as needed. Ability to write concisely, persuasively and in summary form.

  • Advanced skills and experience using web-based technologies, spreadsheets, databases and word processing software.

  • Demonstrated experience planning and making logistical arrangements for events and meetings, orientations and group sessions. Experience independently researching, compiling, organizing, interpreting and selecting data/materials from various sources.

  • Resourcefulness in independently finding appropriate solutions to complex problems, operational and administrative, and use of initiative in implementing solutions or making recommendations. Excellent ability to anticipate problems and take necessary actions to mitigate potential negative effects.

  • Excellent time management and organizational skills to manage multiple and/or diverse responsibilities concurrently, including organizing work, setting and maintaining priorities, meeting deadlines and meeting quality and quantity standards. Flexibility in dealing with people and competing demands. Ability to work with frequent interruptions.

  • Bachelors degree or equivalent combination of education and work experience.

  • Strong knowledge of UC San Diego policies and procedures governing travel, entertainment and reimbursement. Ability to process complex travel reimbursements and advances in short-notice.

  • Skill to communicate well with non-native speakers of English from various cultural backgrounds.

SPECIAL CONDITIONS

  • Job offer is contingent upon satisfactory clearance based on Background Check results.

Pay Transparency Act

Annual Full Pay Range: $40,700 - $81,850 (will be prorated if the appointment percentage is less than 100%)

Hourly Equivalent: $19.49 - $39.20

Factors in determining the appropriate compensation for a role include experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. The Hiring Pay Scale referenced in the job posting is the budgeted salary or hourly range that the University reasonably expects to pay for this position. The Annual Full Pay Range may be broader than what the University anticipates to pay for this position, based on internal equity, budget, and collective bargaining agreements (when applicable).


If employed by the University of California, you will be required to comply with our Policy on Vaccination Programs, which may be amended or revised from time to time. Federal, state, or local public health directives may impose additional requirements.

To foster the best possible working and learning environment, UC San Diego strives to cultivate a rich and diverse environment, inclusive and supportive of all students, faculty, staff and visitors. For more information, please visit UC San Diego Principles of Community.

UC San Diego is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age or protected veteran status.

For the University of California’s Affirmative Action Policy please visit: https://policy.ucop.edu/doc/4010393/PPSM-20
For the University of California’s Anti-Discrimination Policy, please visit: https://policy.ucop.edu/doc/1001004/Anti-Discrimination

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

Application Instructions

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