Administrative Assistant - 133545
Job Description
#133545 Administrative Assistant
Filing Deadline: Thu 12/19/2024UC 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 12/11/24 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.
Special Selection Applicants: Apply by 12/20/24. Eligible Special Selection clients should contact their Disability Counselor for assistance.
Job posting will remain open until a suitable candidate has been identified.
Priority consideration will be given to applicants that apply by 1/6/2025.
DESCRIPTION
DEPARTMENT OVERVIEW:
The Office of the Vice Chancellor for Research & Innovation (VCRI) supports, facilitates and promotes the world-class research enterprise at UC San Diego by a) providing essential services and resources that enhance research and other creative endeavors, b) enabling partnerships and collaborations among researchers at UC San Diego and between UC San Diego and government, industry and other research enterprises, and c) developing infrastructure and policy that promote innovation, an entrepreneurial culture, communication, and compliance for the UC San Diego research enterprise.
The organization fosters research across disciplines by enhancing the research experience through effective stewardship of resources, policies, compliance and expertise, and by developing tools and educational programs as the responsible steward of the campus research enterprise. The Office of Research Affairs (ORA) is the central VCRI office with direct oversight for all VCRI operational, administrative and public relations/communication functions and for core units including Research and Visiting Scholars, Research Ethics, Research Initiatives, Research Proposal Development, International Outreach, and multi-disciplinary campus research (Organized Research Units). Other enterprise-wide research support departments under the Vice Chancellor for Research & Innovation include Contract and Grant Administration, Innovation and Commercialization, the Animal Care Program, Research Compliance and Integrity (IACUC, Export Control, Conflict of Interest), and the VCRI Service Core.
POSITION OVERVIEW:
As a member of the Office of Research Affairs administrative team, the incumbent is responsible for calendaring, fiscal and general administration, travel coordination, and project support for leadership in a wide range of areas in support of research administration, strategic planning and implementation, as well as constituent and corporate engagement. The Administrative Assistant will provide calendaring, travel and general administrative support for the Assistant Vice Chancellor for Research. At times, the incumbent participates in special projects of a highly confidential and sensitive nature. Incumbent will interact with all levels of the organization, including campus executive administration, cross campus departments, and central and business offices. Fiscal support requires gathering fiscal data, assisting in preparation of budgets, and monitoring budgets for discrepancies.
In support of the Senior Executive Director for Corporate Strategy and Engagement (SEDCSE), the Assistant will provide administrative and research support for complex and confidential projects related to the Science Research Park and corporate engagement projects. The incumbent is responsible for keeping up-to-date tracking information on project specific interactions with companies. Additional responsibilities for the SEDCSE include a primary support role for the following: calendaring and scheduling, handling a large volume of mail discriminately; assisting with the preparation, research and gathering of materials and information for meetings and events; drafting, editing, and proofreading correspondence; researching corporate relationships with the university in Kuali, and setting up briefings and reports for senior university officials.
Incumbent will be responsible for independent problem solving and performing duties with high quality service, utmost courtesy, exceptional judgement and initiative, and confidentiality, using a group-process approach to accomplishing work.
QUALIFICATIONS
Demonstrated experience providing senior-level administrative support, including scheduling meetings and managing general office needs.
Demonstrated experience in arranging and coordinating logistics for meetings and events.
Experience arranging travel, including booking, creating itineraries, and reconciling expenses.
Proficient in the use of software applications necessary in administrative work including databases, spreadsheets, graphics programs and calendar applications. Strong working knowledge of Excel, Word, and Outlook.
Skills to monitor and transact financial activities for report generation, purchasing, travel vouchers, accounts payable, and accounts receivable.
Ability to analyze diverse correspondence/documentation to ensure complete and accurate information has been received, and application of appropriate updates is made.
Demonstrated high degree of integrity, dependability, use of sound judgment, diplomacy and resourcefulness, with a strong work ethic.
Demonstrated ability to effectively prioritize work, meet deadlines, and work with frequent interruptions under changing priorities in a fast-paced operation, while exhibiting strong attention to detail and high degree of accuracy.
Resourcefulness in independently finding appropriate solutions to complex problems. Ability to anticipate problems and take necessary actions to mitigate potential negative effects.
Demonstrated effective interpersonal skills, both oral and written, with the ability to interact in a positive manner. Skilled at using a high degree of tact, diplomacy, and discretion, with emphasis of flexibility and professionalism. Strong writing/composition/spelling/proofreading skills.
Demonstrated willingness to work effectively as part of a team.
Commitment to equity, diversity and inclusion
SPECIAL CONDITIONS
Access to reliable transportation.
Occasional overtime and/or non-standard work hours may be required.
Job offer is contingent on satisfactory clearance of a Background Check.
Hybrid Remote Position.
Pay Transparency Act
Annual Full Pay Range: $40,700 - $85,295 (will be prorated if the appointment percentage is less than 100%)
Hourly Equivalent: $19.49 - $40.85
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.
Misconduct Disclosure Requirement: As a condition of employment, the final candidate who accepts a conditional offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; received notice of any allegations or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer.
a. "Misconduct" means any violation of the policies or laws governing conduct at the applicant's previous place of employment, including, but not limited to, violations of policies or laws prohibiting sexual harassment, sexual assault, or other forms of harassment, discrimination, dishonesty, or unethical conduct, as defined by the employer. For reference, below are UC's policies addressing some forms of misconduct:
Application Instructions
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