Business/Financial Support Assistant - 116911
#116911 Business/Financial Support AssistantExtended Deadline: Thu 10/6/2022
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 06/13/22 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.
Special Selection Applicants: Apply by 06/21/22. Eligible Special Selection clients should contact their Disability Counselor for assistance.
Job posting will remain open until a suitable candidate has been identified.
Primary office contact and coordinator for two research divisions (IGPP & GRD) at SIO. Interact with public and faculty/staff personnel in person, Zoom, and via telephone; provide answers to questions and/or refer to appropriate personnel. Provide direct assistance to MSO and Division Directors related to daily departmental activities. Provide daily administrative support to MSO, Directors, and to other personnel as needed. Maintain conference room calendar scheduling (five rooms) including maintenance and monitoring of AV equipment. Assist on- and off-campus conference coordinators utilizing IGPP conference facilities. Distribute department mail. Maintain inventory and control of building keys, card keys, and personnel database.
Responsible for processing all purchase orders, travel, PCard reports and various reimbursements using Oracle and Concur. Work with fund managers to ensure all appropriate documentation are received. Inform departmental personnel of UCSD, Federal and divisional policies for purchasing, travel, PCard and other policies pertaining to various reimbursements. Responsible for planning various meeting, including event location, AV, catering, travel, and hotel reservation. Assist fiscal unit with pre-award preparation, routine budgets, and maintenance of current and pending and bio sketch. Assist with preparation of immigration visa and maintenance of faculty bibliography.
Proven skill and accuracy in maintaining manual filing systems and databases for efficient retrieval by the appropriate personnel.
Ability to communicate effectively orally and in writing.
Ability to work independently in a sometimes demanding environment; with constant interruption; ability to prioritize tasks, take initiative, and follow tasks through to completion.
Ability to interface with people from various backgrounds, including faculty, staff, and students, with tact, diplomacy, flexibility, and confidentiality.
Strong ability to pay attention to details, maintaining accurate schedules & files.
Pleasant and professional telephone etiquette.
Demonstrated knowledge of UCSD's travel, purchasing, and reimbursement policies and procedures. Knowledge of federal travel guidelines and policies.
Experience with Macintosh computer system and proficiency in working with software applications (MS Office, Filemaker Pro), UCPath, Oracle & Concur.
Demonstrated knowledge of Basic bookkeeping; working with and creating basic spreadsheets.
Valid CA driver's license required.
Our employees enjoy competitive compensation packages and educational opportunities in a diverse, stimulating workforce. Click here for Details
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.
Job Reference #: 116911