Job Description

Payroll Title:
BLANK AST 3
Department:
CMPTR SCI & ENGNRNG
Hiring Pay Scale
$64,018 - $70,073 / Year
Worksite:
Hybrid Remote
Appointment Type:
Career
Appointment Percent:
100%
Union:
CX Contract
Total Openings:
1
Work Schedule:
Days, 8 hrs/day, Mon. - Fri.

#129506 Exec. Asst. to Director of EnCORE/Faculty Asst.

Extended Deadline: Wed 5/29/2024

UC 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 5/1/24 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 5/13/24. Eligible Special Selection clients should contact their Disability Counselor for assistance.

DESCRIPTION

DEPARTMENT OVERVIEW:

The Computer Science and Engineering (CSE) department embodies the university's tradition of excellence as a world-class leader in computer science and engineering education and research. Ranked in the top 20 nationwide, the department is dedicated to research, education and overall excellence.

CSE has approximately 75+ faculty FTE, 20+ professional researchers, 50+ staff in career/casual titles, 350+ tutors, and 175+ TAs. There are over 1,900 undergraduate students enrolled in 3 majors, with annual enrollments of 25,000+. The department has a graduate education program with over 1,000 students (~350 PhD students and over 900 Master's students).

The Institute for Emerging CORE Methods in Data Science (EnCORE) is housed in the Department of Computer Science and Engineering (CSE), in collaboration with The Halicioglu Data Science Institute (HDSI), and will tackle a set of important problems in theoretical foundations of Data Science. With cross-collaboration on and off-campus, EnCORE is a hub of theoretical research in computing and data science in Southern California. The EnCORE Institute seeks to investigate and transform three research aspects of Data Science: Complexities of Data, Optimization, Responsible for Learning, and Education and Engagement.

POSITION OVERVIEW:

This position functions to service The Institute for Emerging CORE Methods in Data Science (70%) and Faculty Assistant for the department (30%).

Under the general supervision of the Research Project Manager and work direction from the Director of The Institute for Emerging CORE Methods in Data Science (EnCORE), the incumbent will provide a variety of complex administrative support functions for the Institute. These include:

Event and Institute Coordination: Acting as the primary liaison for the Institute's industrial members, orchestrating the scheduling, coordination, and planning of program meetings, conferences, workshops, and special events. This includes providing on-site support to ensure seamless execution and managing logistical elements such as venue selection, registration, catering, audiovisual equipment, and guest invitations. Additionally, responsible for budget oversight, expense reconciliation, and financial reporting pertaining to events and programs.

Travel Logistics and Financial Management: Facilitating travel arrangements, processing reimbursements, procuring necessary equipment and supplies, and preparing comprehensive expense reports.

Communication and Database Administration: Developing and drafting professional correspondence, creating presentation materials, marketing collateral, and newsletters. Organizing documentation and maintaining databases, spreadsheets, and other tools to monitor program metrics and performance indicators.

Compliance Oversight and Reporting: Ensuring strict adherence to organizational policies, procedural guidelines, and regulatory mandates. Undertaking a diverse range of responsibilities demanding discretion, independent judgment, diplomacy, organizational prowess, and tact.

Additionally, this role entails providing backup administrative and fiscal support to the Faculty Assistant team, which caters to CSE ladder-rank faculty, researchers, and lecturers. Acting as a conduit between individuals and the department's business office units, other UCSD entities, and external agencies.

The incumbent will be tasked with a broad spectrum of administrative and organizational functions, including but not limited to monitoring printing/copying apparatus, supply inventories, and maintenance requirements. They will also oversee parcel delivery and shipments, serve as backup to the Executive Assistant in scheduling CSE-managed conference rooms, and promptly address on-site room requests.

~A cover letter is required for a complete application.

QUALIFICATIONS

  • Demonstrated experience providing high-level administrative support in a large, complex organization, either in Academia or Industry.

  • Demonstrated interpersonal skills (verbal and written). Ability to communicate and interact effectively with faculty, staff, graduate students, visitors and the general public using diplomacy, tact and flexibility in a variety of circumstances. Demonstrated skill to effectively facilitate and resolve interpersonal staff conflicts.

  • Strong interpersonal and communication (verbal and written) skills incorporating tact, diplomacy and flexibility when dealing with faculty, students, staff, visitors of various cultures and backgrounds, industrial visitors, etc.

  • Demonstrated ability to follow written and oral instructions, as well as analyze material and make recommendations for a particular course of action when no clear directives are provided in existing documentation.

  • Knowledge, understanding and ability to analyze/coordinate policies and procedures as they relate to a variety of administrative functions, along with ability to perform work according to established protocols.

  • Demonstrated organizational skills, with ability to work independently and prioritize job functions to meet all deadlines, ensure smooth workflow and handle multiple tasks simultaneously.

  • Ability to work independently and effectively with modest supervision and to exercise good judgment.

  • Ability to work efficiently and meet deadlines working under pressure and with frequent interruptions.

  • Ability to learn new material quickly and with a high degree of accurate recall.

  • Demonstrated ability to exercise good judgment for problem solving, analytical skills and ability to anticipate problems. Recommend solutions and implement action.

  • Ability to maintain a high level of confidentiality in all matters related to work.

  • Ability to give clear instructions and guidelines, analyze and provide feedback and evaluation.

  • Ability to analyze complex situations and data, and develop clear and concise written/oral reports or recommendations, especially when no clear directives are provided and/or there are many possible solutions.

  • Demonstrated ability to establish new procedures for faculty and department operations. Ability to analyze diverse needs, material and/or issues to facilitate ordering the elements into logical and organizational structural processes and procedures.

  • Excellent demonstrated PC-computer skills and well versed with a variety of software packages for word processing, spreadsheets and database management (i.e. Word, Excel, Access, etc.). Knowledge of e-mail systems as a primary form of communication; accomplished skill at navigating the Internet for information retrieval. Demonstrated ability to use all standard office equipment (fax, copy machines, printers, etc.). Knowledge of Microsoft Office Suite, Google Apps, Zoom or similar tools preferred.

SPECIAL CONDITIONS

  • This position is eligible for a hybrid work arrangement, offsite work allowed once a week when work permits.

  • Job offer is contingent on clear Background Check.

  • Occasional overtime and/or evenings/weekends may be required.

  • Upon hire, candidate must sign CANRA form acknowledging the requirement to report child abuse.

  • A cover letter is required for a complete application.

Pay Transparency Act

Annual Full Pay Range: $40,700 - $81,850 (will be prorated if the appointment percentage is less than 100%)

Hourly Equivalent: $19.49 - $39.20

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.

Application Instructions

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