Job Description

Payroll Title:
Hiring Salary Range
$26.16 - $30.70 / Hour
Appointment Type:
Appointment Percent:
CX Contract
Total Openings:
Work Schedule:
8 hrs/day, Mon-Fri

#120308 Fiscal and Office Assistant (Hybrid)

Filing Deadline: Wed 12/7/2022

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 11/28/22 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 12/7/22. Eligible Special Selection clients should contact their Disability Counselor for assistance.


Under general supervision, provide high-level fiscal and other administrative support for the Center for Astrophysics and Space Sciences, to faculty, P.I.s, Researchers, MSO, and staff, adhering to UC policies and procedures. 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. Track inventorial equipment, prepare various work orders, and coordinate surplus requests and assist with space management and distribute keys.

Organize and assist with preparing postdoctoral scholar new appointments, renewal processing, and visiting scholar and visiting graduate student, and volunteer appointments. Coordinates travel arrangements and processes travel reimbursements. Additionally, the incumbent will assist with planning and executing a variety of events and meetings. As needed, facilitate national and international shipments to remote site work locations for assigned labs. As assigned responsible for and serve as the backup for creating and maintenance of CASS databases and the historical Scientific Publication lists along with maintaining the CASS list serves and directories. Responsible for the weekly CASS Calendar, seminars, and electronic distribution during the academic year. Assist with special projects and other duties as needed.

This position may be eligible for a flexible work arrangement, which could include a non-standard work schedule, and/or the ability to work off-site part of the time. The employee shall be available full-time during assigned work hours (specific hours to be discussed with supervisor.


  • Graduation from high school or a General Education Diploma or an equivalent combination of education and experience.

  • Experience in different computer formats, utilizing Outlook, MS Word, Excel, and Power Point.

  • Advanced organizational skills with a high level of attention to detail, including the ability to work independently, effectively prioritize own work, to track action items and deadlines for self and others, and to prompt others when action is needed. Demonstrated initiative and follow through to accurately and efficiently complete assignments and projects.

  • Effective problem solving and decision-making skills.

  • Demonstrated ability and flexibility to work efficiently in a team-oriented environment.

  • Working knowledge of general accounting principles and practices. Proven ability to recognize discrepancies/errors and take corrective action.

  • 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.

  • 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.

  • Record-keeping abilities to track, monitor, and audit access to departmental space. Experience managing keys and door codes.

  • Experience working in fast-paced research setting with responsibility for supporting a diverse group of individuals with fiscal and administrative responsibilities.

  • Knowledge and ability to maintain up to date on the policies on obtaining visas for foreign researchers and visiting scientists.

  • Experience with purchasing, including managing records related to purchases made with university procurement cards.

  • Experience assisting with the planning and execution of small to large events.


  • Job offer is contingent upon satisfactory clearance based on Background Check results.

  • Occasional evenings and weekends 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).

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:

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

Application Instructions

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