Job Description

Payroll Title:
Hiring Salary Range
$51,532 - $53,891 /year
Appointment Type:
Appointment Percent:
CX Contract
Total Openings:
Work Schedule:
Days, 8 hrs/day, Mon-Fri

#112794 Faculty Assistant

Extended Deadline: Wed 1/26/2022

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 11/05/21 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 11/16/21. Eligible Special Selection clients should contact their Disability Counselor for assistance.

Job posting will remain open until position is filled.


Provides executive administrative support to permanent faculty members and their research groups in the Department of Electrical and Computing Engineering. Coordinates all activities required to support a group of faculty members (~8 faculty) with diverse and complex activities such as: short and long range planning; administration, teaching, research, community and campus service.

Responsibilities include: organizing conferences (including multi-day, multi-institution conferences), symposiums, and special events; preparation of reports, correspondence; support of journal editorship duties; and technical manuscript production. Assist with development and administration of special complex projects and coordination of special events. Responsibility of financial activity at laboratory level for a variety of funding sources including purchasing, price comparisons, inventory tracking, and working with vendors to ensure best possible price and quality of purchases. Independently manages a high volume of international visitors, coordinating all logistics including accommodations and living subsistence/travel reimbursement.

Responsible for complex international and domestic travel arrangements and reimbursements. Calendaring responsibility with authority to commit PI time. Acts as liaison between the faculty members, publishers, business office and other on and off-campus organizations in matters concerning academic file preparation, travel, shipping, purchasing, housing, catering, facilities, and contracts and grants.


  • Demonstrated experience making complex foreign and domestic travel arrangements.

  • Experience using online processing systems for reimbursements, ordering supplies, ordering equipment, or other items using guidelines to identify reimbursable expenses. Providing documentation/receipts for purchases.

  • 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.

  • Experience with shipping domestic and international shipments.

  • Ability to independently schedule, arrange and coordinate seminars/meetings/special events with national and international scientific participants and to create/maintain effective marketing material such as flyers and newsletters.

  • Demonstrated knowledge and experience in academic and business administration with strong organization management skills.

  • General knowledge of export and import control policies and regulations as they relate to international shipments and purchases.

  • 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.

  • 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.

  • 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

  • Ability to resolve conflicts with creativity and authority while maintaining a professional relationship. Ability to control situations or events in the absence of higher authority and ability to make recommendations or decisions that affect office operations and activities.

  • Ability to proofread and edit material for correct grammar, spelling, and punctuation. Excellent math skills.

  • Proficient experience with IBM PC and/or Macintosh computers and experience with MS Word, PowerPoint, Excel, and computerized calendaring


  • Job offer is contingent on clear Background Check.

  • 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).

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:

UC San Diego is a smoke and tobacco free environment. Please visit for more information.

Application Instructions

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