Administrative Assistant (Hybrid) - 116782
#116782 Administrative Assistant (Hybrid)Extended Deadline: Wed 7/13/2022
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 6/6/22 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.
Special Selection Applicants: Apply by 6/15/22. Eligible Special Selection clients should contact their Disability Counselor for assistance.
Job posting will remain open until a suitable candidate has been identified.
The Office of Research Compliance and Integrity (RCI) facilitates research, innovation and education for global excellence and is responsible for broad oversight, resources and education for the integrity and compliance issues relating to the conduct of research. RCI has oversight and responsibility for Research Integrity and Misconduct, Conflict of Interest, the Institutional Animal Care and Use Committee Office, Export Control, Dual Use of Research Concern, Facilities Security and monitoring for Foreign Influences, Conflict of Commitment and Conflict of Interest, Good Clinical Practices training, Responsible Conduct of Research training and ClinicalTrials.gov administration as well as general research compliance monitoring and other related matters.
It is our mission to create a diverse, equitable, and inclusive environment for all employees. We have a shared responsibility to build a workplace and culture that celebrates, values, and encourages the diverse perspectives of our employees. Our success is defined by the communities we serve and achieved by creating equal opportunity for all.
Under general supervision of the Director of the Conflict of Interest Office, the Administrative Assistant is responsible for the primary organization and management of complex calendars for the Directors of the Conflict of Interest Office and the Export Control Office.
The Administrative Assistant will demonstrate the highest level of professionalism, attention to detail, prioritization, sound judgment and customer service. The incumbent will provide the full scope of high level administrative office support such as scheduling and coordination of complex meetings and events, making catering arrangements, independently coordinating travel arrangements and itineraries, and processing of reimbursements.
The incumbent will assist COI and Export Control staff with preparation and composition of reports, documents, letters, presentations, newsletters, videos and other marketing materials. The Assistant is responsible for maintaining multiple email inboxes, electronic and paper filing system, tracking and processing forms, and assisting in the review and testing of electronic solutions.
In addition, the incumbent will serve as the front office liaison for the Conflict of Interest Office and the Export Control Office.
This position may be eligible for a Hybrid flexible work arrangement, which could include a non-standard work schedule, and/or the ability to work off-site part of the time.
Proven administrative assistant experience in an executive office environment providing administrative support for senior administrators.
Demonstrated experience to schedules and meetings. Experience making travel arrangements and processing expense reimbursements.
Skill to compose, proofread, edit and finalize correspondence, memos, and reports. Type with reasonable speed and accuracy. Knowledge of proper format/styles for correspondence, forms and other documents. Knowledge of correct English grammar, spelling, punctuation, and usage.
Ability to communicate clearly, effectively and professionally. Solid interpersonal skills, including exercising tact, poise, mature judgment, diplomacy, and flexibility to promote positive working relationships and job effectiveness.
Skill in independently researching, compiling, organizing, interpreting and selecting data and materials from various sources. Skill to organize data into forms that are easily understood and logical.
Strong ability to work accurately with detail and assist in the preparation and review of a large volume work rapidly and with precision under deadline pressure and variable time lines.
Demonstrated skill and experience in developing content and maintaining websites.
Proven ability to determine and locate sources of information, gather resulting information, review data, recommend alternatives, resolve problems and make decisions.
Experience with or ability to learn to use specialized systems such as Coeus, Cognos, HRPP, Visual Compliance and JIRA.
Experience in utilizing good judgment and discretion when working with variety of sensitive issues or highly confidential information. Ability to maintain strict confidentiality.
U.S. person status is required for this position in order to comply with the Arms Export Control and Export Administration Act. U.S. persons are U.S. citizens, legal permanent residents as defined by 8 U.S.C. 1101(a)(20) or protected individuals as defined by 8 U.S.C. 1324b(a)(3).
Job offer is contingent upon satisfactory clearance based on Background Check results.
Must be able and willing to work occasional overtime and/or evenings and weekends.
Job offer is contingent on successful engagement in the UC COVID-19 Vaccination program (fully vaccinated with documented proof or approved exception/deferral).
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.
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.