DESCRIPTION

Under general supervision, the incumbent will provide high level administrative and operational support to the GPS Assistant Deans, faculty, and smaller research centers. Incumbent will be responsible for a range of assignments involving scheduling, calendaring, and coordinating/planning complex meetings, travel arrangements, speaking engagements and events; and coordination of activities with other units, divisions, and departments. The incumbent must have exceptional communication skills and be able to work independently, as well as possess broad job knowledge, ability to analyze and troubleshoot problems, and recommend solutions. Manage building maintenance, office equipment, and supply requests. Responsibilities include but are not limited to system requests, processing of payment authorizations, purchase orders, and travel reimbursements using online systems. Serves as backup to the Executive Assistant to the Dean. Engages in other special projects or administrative assistance when needed.

QUALIFICATIONS

• Excellent interpersonal skills, including proven ability to exercise tact, mature judgment, diplomacy, and flexibility to promote positive working relationships and job effectiveness. Ability to work as a team member to foster positive relationships.

• Knowledge of and familiarity with travel policies and procedures and federal regulations related to domestic and international travel.

• Proven ability to independently perform a variety of accurate financial calculations using basic arithmetic functions including addition, subtraction, multiplication, division, percentages, ratios, etc.

• Advanced proven knowledge of and skill in using various computer software and database systems in a PC windows environment (e.g., Microsoft Word, Excel, Access, PowerPoint, Outlook mail, Internet, etc.).

• Ability to be proactive, multi-task, establish priorities and use creativity in a fast-paced and changing environment with constant deadlines.

• Bachelor's degree, or an equivalent combination of experience and education.

• Demonstrated ability with developing, implementing, and maintaining computerized and paper record keeping and filing systems.

• Strong demonstrated ability to work independently and harmoniously as part of a team with frequent interruptions and to meet established deadlines; ability to identify issues needing referral to supervisor.

• Demonstrated knowledge of UCSD policies and procedures governing travel, entertainment and reimbursement. Ability to process complex travel reimbursements and advances, preferred.

• Working knowledge of all UC on-line systems and forms to include, but not limited to FinanciaLink, My Travel, Blink Business Tools, My Events, etc., preferred.

• Knowledge of standard accounting/bookkeeping practices and internal control standards, with proven ability to recognize discrepancies/errors and take corrective action.

• Working knowledge of policies and procedures related to records retention and audit principals and standards regrading fiscal invoices and documents.

SPECIAL CONDITIONS

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