Administrative Assistant - 133669
Job Description
#133669 Administrative Assistant
Filing Deadline: Fri 12/27/2024UC 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 12/17/24. for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.
Special Selection Applicants: Apply by 12/27/24. Eligible Special Selection clients should contact their Disability Counselor for assistance.
DESCRIPTION
In 2019, businessman and philanthropist T. Denny Sanford committed $100 million towards the creation of the T. Denny Sanford Institute for Empathy and Compassion at UC San Diego. This gift establishes a virtual institute to study the neurobiological basis of empathy and compassion and implement training models for physician education (medical students through practicing physicians) to effectively teach the practice of compassion for self and others.
With the establishment of the Institute, investments will be made towards expanding subject matter expertise through key professorships, seed funding for research and collaborative projects, and appointment of research fellows and scholars. Additional activities include the establishment of an annual international conference, integration of new methods into the medical school curriculum, enhancing the Student- Run Free Clinic and establishment of various centers.
Under general supervision, incumbent will provide high level administrative and operational support to the Center for Compassionate Communication Director, Director of Communication Education and supporting faculty. Incumbent will be responsible for a range of assignments involving scheduling, calendaring, and coordinating/planning complex meetings, travel arrangements, speaking engagements and special events; and coordination of activities with other divisions and departments. Incumbent must have exceptional communication skills and be able to work independently, as well as possess broad job knowledge, analyze and troubleshoot problems, and recommend solutions. Leads all communications for the CCC and maintains up to date website and publication support. Responsibilities include but are not limited to preparation of project proposals, marketing materials, reports, budget preparation, financial data review/analysis, processing of payment authorizations, purchase orders and travel reimbursements using online systems. Engages in other special projects or administrative assistance when needed.
MINIMUM QUALIFICATIONS
Demonstrated experience and proven ability to provide a high level of independent administrative, and fiscal support.
Working knowledge of financial accounting and ability to review budgets and track expenditures. Experience with a wide variety of travel-related administrative activities including university policies and procedures, tracking systems for meeting expenses, and tracking of persons and materials in transit.
Demonstrated ability to schedule, arrange, and coordinate meetings and special events, manage travel arrangements, and prepare accurate travel-related forms for submission and reimbursement.
Strong computer skills and proficient in the use of spreadsheet, database management, graphics, and word processing software in a Windows and Mac environment. Experience working in a networked environment using email, online calendaring and well developed internet navigation skills. Demonstrated experience learning new office-related software and hardware.
Demonstrated experience analyzing and identifying problems, independently resolve discrepancies with ability to recommend solutions, develop reports, and project expenditures.
Excellent verbal, written, and electronic communication skills that facilitate professional, effective, and courteous interaction with a diverse population. Demonstrated ability to effectively compose, edit and proofread letters, memoranda, minutes of meetings, and summary reports with clear and concise expression, proper grammar, style, and punctuation. Ability to organize and appropriately handle confidential salary and benefits negotiations and information to a large group of laboratory individuals.
Excellent interpersonal skills including tact, diplomacy and flexibility with the ability to work in a team framework in conjunction with principles of community with staff, professionals, the public, and others. Ability to maintain confidentiality as required.
Demonstrated experience analyzing and identifying problems, independently resolve discrepancies with ability to recommend solutions, develop reports, and project expenditures.
Experience identifying projects and following through until completion. Strong demonstrated ability to work independently and to prioritize workloads to meet deadlines. Experience with administrative leadership and team building.
Demonstrated experience with complex scheduling with ability to prioritize and develop procedures to streamline workload and produce quality work with shifting deadlines and frequent interruptions.
Proven ability to establish and maintain accurate computerized records and organized filing systems.
PREFERRED QUALIFICATIONS
Strong understanding of purchasing concepts with proven ability to maintain inventory, order supplies, and track expenditures.
Knowledge of on-line financial and personnel systems. Ability to prepare on-line purchase and travel requests.
Knowledge of University policy and procedures related to online systems such as FinancialLink, TravelLink, EmployeeLink, Blink, IFIS, PPS, Darwin, as well as animal use and human subjects.
SPECIAL CONDITIONS
- Employment is subject to a criminal background check.
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.
If applicable, life-support certifications (BLS, NRP, ACLS, etc.) must include hands-on practice and in-person skills assessment; online-only certification is not acceptable.
UC San Diego Health Sciences is comprised of our School of Medicine, Skaggs School of Pharmacy and Pharmaceutical Sciences, The Herbert Wertheim School of Public Health and Human Longevity Science, and our Student Health and Well-Being Department. We have long been at the forefront of translational - or "bench-to-bedside" - research, transforming patient care through discovery and innovation leading to new drugs and technologies. Translational research is carried out every day in the hundreds of clinical trials of promising new therapies offered through UC San Diego Health, and in the drive of our researchers and clinician-scientists who are committed to having a significant impact on patient care. We invite you to join our team!
Applications/Resumes are accepted for current job openings only. For full consideration on any job, applications must be received prior to the initial closing date. If a job has an extended deadline, applications/resumes will be considered during the extension period; however, a job may be filled before the extended date is reached.
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.
UC San Diego Health maintains a marijuana and drug free environment. Employees may be subject to drug screening.
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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