Administrative Program Coordinator - 116935
#116935 Administrative Program CoordinatorExtended Deadline: Fri 9/30/2022
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 06/11/22 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.
Special Selection Applicants: Apply by 06/22/22. Eligible Special Selection clients should contact their Disability Counselor for assistance.
Job posting will remain open until a suitable candidate has been identified.
Under general supervision, the Program Coordinator will provide high-level fiscal, administrative and programmatic support for the Kavli Institute for Brain and Mind (KIBM). Coordinate and oversee the administration of various KIBM grant, fellowship, and scholarship programs. Perform a variety of financial transactions such as submitting procurement card reports, processing reimbursements and payments, initiating purchases and independently following up with suppliers as needed, reviewing ledger and reconciliation reports to ensure accuracy, and analyzing and clearing purchase order commitments.
Manage key and door code distribution, track inventorial equipment, prepare various work orders, and coordinate all surplus requests. Additionally, the incumbent will assist with planning and executing a variety of events and meetings, update departmental websites using a content management system, maintain volunteer appointment paperwork and request extensions, and assist with other duties as needed.
Experience working in a fast-paced research setting with responsibility for supporting a variety of fiscal and administrative responsibilities.
Ability to manage projects from conceptualization to completion.
Effective problem solving and decision making skills.
Proven ability to develop and maintain accurate and effective organizational/filing systems (both electronic and paper) for rapid retrieval by self and other staff.
Knowledge of word processing, spreadsheet, video editing, and graphics editing software. Experience using web-based applications, with the ability and willingness to increase skills as needed to meet the business demands and keep up to date with new online systems.
Skill to independently compose and reply to memos and email correspondence using correct English grammar, punctuation, and spelling. Ability to write clear and concise copy for use in reports and documents. Excellent proofreading skills.
Excellent interpersonal and customer service skills with ability to communicate clearly, effectively, and professionally verbally and in writing. Possess tact, poise, diplomacy, and professionalism with a diverse population of administrators, lab personnel, students, faculty, visitors, and vendors.
Demonstrated skill to independently research, interpret, and apply policies and procedures for problem resolution with consultation from central offices when appropriate. Demonstrated creativity and initiative in identifying, responding to, and resolving problems in a professional manner.
Ability to perform general ledger reconciliation and review charges for accuracy and appropriateness. Good mathematical skills necessary to perform calculations using percentages and decimals.
Working knowledge of general accounting principles and practices. Proven ability to recognize discrepancies/errors and take corrective action.
Demonstrated ability to plan and execute small to large events.
Record-keeping abilities to track, monitor, and audit access to departmental space. Experience managing keys and door codes.
Job offer is contingent upon satisfactory clearance based on Background Check results.
Occasional evenings and weekends may be required.
Overtime may be required.
Job offer is contingent on successful engagement in the UC COVID-19 Vaccination program (fully vaccinated with documented proof or approved exception/deferral).
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