Job Description

Payroll Title:
Hiring Salary Range
$24.68 - $25.81 /hour
Appointment Type:
Appointment Percent:
CX Contract
Total Openings:
Work Schedule:
Days, 8 hrs/day, Mon-Fri

#111678 Personnel Assistant

Extended Deadline: Mon 2/7/2022

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

This position will remain open until a suitable candidate is identified.

Initial review date: 09/28/21

UCSD Layoff from Career Appointment: Apply by 09/14/21 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 09/23/21. Eligible Special Selection clients should contact their Disability Counselor for assistance.


Under general supervision, serve as the Biology Section primary contact and resource for all casual-restricted appointment actions, and Visiting Scholar (VS), Visiting Research Scholar Intern (VRSI), and Visiting Graduate Student (VGS) appointments. The Biology Section is comprised of three distinct and diverse research units, the Integrative Oceanography Division (IOD), Marine Biology Research Division (MBRD), and Center for Marine Biotechnology and Biomedicine (CMBB).

Independently review and determine eligibility, interpret policies and consult with management and central offices, proposing alternatives and solutions when necessary. Serve as the primary SIO Biology Section resource to staff, managers, and PI's on student employment policies and procedures for casual-restricted employment. Administer all aspects of the student employment process for the SIO Biology Section including recruitments, exceptions, equities, separations, entries into UC San Diego Handshake student employment portal, entries into UCPath, etc., ensuring compliance with established University policies and procedures. Serve as the SIO Biology Section primary contact and resource for all Visiting Scholar, Visiting Research Scholar Intern, and Visiting Graduate Student appointment actions. Complete all required paperwork, conduct thorough review of documentation, enter appointment and other information into campus systems (i.e. Research Scholar Appointment System (RSAS), VGS Database, UCPath, etc.), and communicate regularly with appointees and PI sponsors.

Responsible for processing visas associated with visiting titles and submissions into the campus International Scholar Dossier (ISD) system. Follow appropriate procedures in a timely manner to obtain visas, and for processing extensions and changes. Keep up-to-date with current and changing immigration laws in order to serve as a section resource. Provide superb customer service in a fast-paced office, answering questions and resolving problems.

Perform general HR support such as: monitoring mandatory training compliance; daily management and maintenance of affiliate accounts; request UCSD email accounts for visitors and work email accounts for casual-restricted students; update SIO Personnel Database; create and maintain accurate spreadsheets; create standard and unique reports for a variety of purposes including record-keeping, statistical information, and historical actions; create and maintain various paper and electronic files; update Section email and building aliases; assist with online on-boarding of various personnel categories; maintain multiple bulletin boards; assist with SIO Biology Section events; run errands by walking and/or driving a University vehicle; ensure casual-restricted appointees and visitors, supervisors, and PI's are aware of safety training requirements and compliance to the Injury and Illness Prevention Program (IIPP) and Lab Safety; provide administrative support to SIO Biology Section HR team, and work on special projects and tasks as needed. Perform as back-up for processing volunteer appointments and actions.


  • Knowledge of human resources administration. Prior experience in employment processes; experience implementing policies and procedures as they relate to areas of human resources.

  • Knowledge of and experience with various visa types and related restrictions on employment. Knowledge of immigration/visa regulations. Ability to understand, analyze, interpret, and recommend actions for foreign employment. Ability to convey information to personnel with potentially limited language and cultural comprehension.

  • Experience in the preparation and processing of visa applications and ability to process detailed documents accurately. Skills to research emerging and new federal regulations regarding visa status and changes in status for visitors and their dependents extensions of stay, travel outside of the US, etc. Familiarity with tax treaties. Ability to interpret University and INS visa, immigration and non-resident tax regulations related to employment.

  • Experience and strong skills in computer systems/business software (i.e. MS Office for Excel and Word). Experience and high level of skill in the creation and use of spreadsheets. Familiar with Docusign (in preparation, acting on, and managing). Excellent typing/word processing skills, including ability to recognize errors and make corrections.

  • Experience with web-based applications, database entry, email, and calendaring systems. Experience with file sharing. Proficient in use of video platforms (such as Zoom) to conduct and participate in discussions and meetings. Demonstrated experience learning new systems and software.

  • Experience drafting letters, email templates, and other documents from scratch. Ability to effectively and independently compose, edit, and proofread letters, correspondence, instructions, and summary reports with clear and concise expression, proper grammar, style, format, and punctuation.

  • Excellent communication skills, including written and oral, in person, and on the phone. Ability to express verbally, or in writing, one's position, plan of action, evaluation or interpretation in a professional, concise, and courteous manner.

  • Strong analytical and problem-solving skills. Skill to analyze, formulate solutions, and resolve problems. Ability to analyze and make recommendations based on various policy statements. Ability to appropriately apply policies and procedures.

  • Must possess superb customer service skills, with experience in responding to requests in a timely manner.

  • Effective interpersonal skills, including tact, diplomacy, sensitivity, and flexibility with the ability to effectively interact with a diverse group of faculty, students, staff, volunteers, and visitors.


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

  • Must be willing to work overtime as required to fulfill position responsibilities and to assist with meeting various deadlines, particularly during May/June and August/September.

  • Valid California Driver's License preferred and may be subject to DMV records check.

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).

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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