DESCRIPTION

The Marine Physical Laboratory division at Scripps Institution of Oceanography is seeking to hire a Research Group Administrative Assistant.

Under general supervision of the MPL Purchasing and Research Operations Support Manager, the incumbent shall be independently responsible for:

• Organization, analysis, and execution of executive level administrative support for Marine Physical Laboratory's Director, Deputy Director, faculty, academics, engineers and their professional staff and students located in MPL's Isaac's Hall location.

• Serve as liaison between Pt. Loma and the administrative offices as well as a liaison between Isaacs Hall and the SIO facilities management team for work orders and custodial services.

• Assist in coordinating the MPL Summer Internship program, including organizing luncheons and social events as needed. Independently responsible for complex group and foreign visitor travel arrangements including Concur requests and reconciliations, travel reimbursements, ships schedules/sea cruises, Field Safety Research Plans, business travel accident insurance, etc.

• Process all purchasing for Isaacs Hall academics and staff by credit card, Oracle, or PO when necessary.

• Coordinate complex shipping of oceanographic equipment and containers including coordinating with MPL foreign shipping personnel and SIO HAZMAT office and UCSD Logistics, HAZMAT specialists, UCSD export control office, American Cargo Service, and outside freight forwarders.

• Independently responsible for organizing and coordinating conferences, meetings, workshops.

• Provide unit orientation for Visiting Scholars, volunteers and other employees and students located in Isaacs Hall; serve as back-up to OAR, Spiess, Nierenberg, Ritter, and Vaughan Hall administrative offices during absences or periods of heavy workload.

QUALIFICATIONS

• Working knowledge of procedures for domestic shipping and knowledge of procedures for foreign shipping. Knowledge of HAZMAT policies and procedures for hazardous materials shipping.

• Experience with complex travel administration. Demonstrated knowledge of federal, state, and private agency funding regulations (NSF, DOE, NASA, ONR, NOAA, etc.) as it relates to travel and purchasing.

• Proven skill in utilizing numerous computer systems, software and applications including Macs and MS Word, Excel, Acrobat, Mail.

• Experience coordinating meetings and special events including logistics: e.g. audio/video equipment, space scheduling, catering, etc.

• Knowledge of various visas including: business (B1), business waivers, TN, PR, and J and H scholar visas as applied to travel regulations, reimbursement and employment.

• Experience processing volunteer and visiting scholar documentation and utilizing visiting scholar appointment database. Experience welcoming and orienting visitors.

• Knowledge of academic leave forms and leave policies and procedures.

• Proven skill in developing, implementing and maintaining record keeping and filing systems.

• Proven knowledge and experience with UC purchasing procedures: credit card purchasing, Oracle LVPO's, on-line ordering.

• Knowledge of various personnel policies and procedures including payroll forms, academic leave forms and policies and procedures, UC academic bibliographic format.

• Experience with UCSD Concur travel request/travel reports.

• Demonstrated experience coordinating a departmental internship program.

• Demonstrated ability to work with detailed information in an accurate manner within established deadlines.

• Skill in developing, implementing and maintaining record keeping and filing systems. Skill in effectively organizing computerized files and information.

• Ability to concentrate with constant interruptions.

• Strong interpersonal skills needed to interact effectively with a wide variety of personalities and behavior patterns in person and on phone, exercising tact and diplomacy with emphasis on flexibility and professionalism and ability to act with discretion regarding sensitive and confidential matters. Ability to illicit and/or ascertain what information and details are needed and to communicate same to the appropriate MPL business office personnel.

• Excellent grammar and writing skills. Ability to communicate clearly and effectively in person and by telephone.

• Proven ability to organize and prioritize work effectively with large volume and multiple responsibilities to meet deadlines and changing priorities and to make sound judgments and take initiative.

• Ability to remember and follow standard procedures including written and oral instructions.

• Demonstrated experience and skill to work independently, identify problems, implement and recommend solutions, using good judgment.

• Proven ability to read, interpret and apply policies, rules and regulations.

• Knowledge of UC travel regulations and use of on-line systems. Knowledge of UC federal travel administration. Demonstrated knowledge of federal, state, and private agency funding regulations (NSF, DOE, NASA, ONR, NOAA, etc) as it relates to travel and purchasing.

SPECIAL CONDITIONS

• Must have access to reliable transportation and/or a valid driver’s license.

• Able to travel locally to on-site meetings and conferences and to other buildings at SIO La Jolla campus and Point Loma.

• Must be US Citizen or Permanent Resident to have access to primary MPL administrative offices.

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