Faculty Assistant - 121007
#121007 Faculty AssistantExtended Deadline: Thu 2/9/2023
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.
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 1/17/23 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.
Special Selection Applicants: Apply by 1/26/23. Eligible Special Selection clients should contact their Disability Counselor for assistance.
Job posting will remain open until a suitable candidate has been identified.
Under the generel supervision of the Financial Manager, this position provides administrative support to ladder rank faculty, as well as various adjunct faculty, researchers, and lecturers, in the Department of Mechanical & Aerospace Engineering. Duties include organizing meetings, conferences, and seminars; preparation and transmission of correspondence to professional societies and journals, and word processing of documents which contain equations, figures, tables, and scientific and technical terminology requiring the use of specific software. Assists in the preparation of grant applications/reports, correspondence, letters of recommendation, updating current and pending support, maintaining faculty bibliographies, support of journal editorship duties, managing the allocation and expenditure of various funding sources, and technical manuscript production. Maintains calendars as required by individual members of the group.
Acts as liaison between the faculty members and other on- and off-campus organizations in matters concerning event planning, travel, shipping, purchasing, catering, facilities, and contracts and grants. Orders supplies and is responsible for copier, fax, or printer maintenance. Uses software to initiate on-line travel expense vouchers, purchase orders, campus service work orders, payment authorizations, and petty cash requests. Makes arrangements for visitors and ensures that proper paperwork and information is provided. Utilizes computer skills to prepare documents and maintain data. Interacts and works with the department Business and Academic Personnel Offices as part of a team to provide support to the department's mission. Execute duties with tact, discretion, and a high degree of independent judgment.
Provides organization, coordination, and oversight of MAE Department Facilities related functions in a highly computerized and team-oriented environment. The incumbent independently develops, coordinates, and maintains department facilities and activities in accordance with policies as required by EH&S, Cal/OSHA, and the County of San Diego. Utilizing multiple department/division/campus databases, incumbent is responsible for analyzing and extracting information and creating reports for payroll/personnel/space/keys for submission to MSO and Department Chair. Responsible for coordination of facilities and services management for the department. Serves as main coordinator for all department facilities projects. Applies campus policies and procedures to resolve a variety of facilities management issues. Works on facilities management problems of moderate scope where analysis of situations or data requires a review of a variety of factors. Participates in special projects of a complex nature and in the planning of department goals.
Knowledge of web editing tools.
Excellent oral communication skills to communicate ideas and issues clearly, concisely and accurately to make recommendations, discuss problems, research and explain policies/procedures.
Demonstrated skill in the use of PC systems to complete tasks, including word processing, spreadsheets and equation software. Ability to use the Internet search tools for information retrieval.
Ability to make foreign and domestic travel arrangements with the skill to research the most economic rates and prepare all travel-related forms for submission and reimbursement.
Ability to work independently and effectively with modest supervision and to exercise good judgment.
Proven ability to independently perform a variety of accurate financial calculations using basic arithmetic functions including addition, subtraction, multiplication, division, percentages, ratios, etc.
Ability to maintain confidentiality and use discretion in handling sensitive matters.
Ability to handle multiple tasks simultaneously requiring detail and accuracy, with frequent interruptions and fluctuating priorities.
Demonstrated organizational skills, with demonstrated experience in independently setting priorities to job functions to meet multiple deadlines and changing priorities, and to ensure smooth workflow. Skill to organize large volumes of material.
Demonstrated knowledge, understanding and ability to coordinate work within policies and procedures as they relate to a variety of administrative functions. Ability to perform work according to established protocols.
Excellent interpersonal skills. Ability to work with a diverse group of people, communicate clearly and effectively on the telephone, e-mail and in person.
Demonstrate tact and diplomacy with all constituents at all levels to promote positive relationships.
Demonstrated 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, newsletters, and websites.
Ability to resolve conflict while maintaining a professional relationship.
Superior grammar/language skills, both verbal and written. Demonstrated knowledge of correct grammar, punctuation and spelling, with ability to compose correspondence, edit technical papers for formatting and grammar, and proofread all work.
Strong demonstrated ability to work independently with a variety of computer platforms and software programs. Ability to self-teach, and to read and comprehend computer manuals. Demonstrated willingness and ability to update and increase skills and knowledge in this area to meet the needs of business.
- Background check required.
Pay Transparency Act Full Salary Range: $40,700 - $78,258 Annually
The University of California, San Diego is required to provide a reasonable estimate of the compensation range for this role. This range takes into account the wide range of factors that are considered in making compensation decisions including but not limited to experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. It is not typical for an individual to be offered a salary at or near the top of the range for a position. Salary offers are determined based on final candidate qualifications and experience. The full salary range for this position is defined as the Full Pay Range. The budgeted salary or hourly range that the University reasonably expects to pay for this position defined as the Expected Pay Scale. Placement within the Expected Pay Scale is determined by internal equity, relevant qualifications, and collective bargaining agreements (when applicable).
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.