This position may have the ability to work in a hybrid schedule which includes a combination of working both onsite in La Jolla and remote.

DESCRIPTION

Under supervision, the incumbent will provide a full range of executive-level administrative and operational support one or two faculty and the associated laboratories. Responsible for all administrative support functions to include, but not limited to: overseeing general office functions, assisting with grant proposals, composing correspondence; reports preparation, travel coordination, processing of travel advances, events/entertainment coordination, reimbursements and monitor recharges.

Incumbent will also communicate and follow-up on work orders and oversee office and equipment maintenance, establish and maintain office filing systems (paper & electronic), assist in preparing materials transfer agreements (MTA and other research-related documents), and providing support for instructional activities as needed. Holds liaison responsibility with the VA Hospital in assisting WOC appointments, and assists with staff and academic appointments.

MINIMUM QUALIFICATIONS

• Demonstrated experience and proven ability to provide a high level of independent executive, administrative, and fiscal support.

• Experience with complex scheduling with ability to prioritize and develop procedures to streamline workload and produce quality work with shifting deadlines and frequent interruptions.

• Experience with equipment, facilities/space management and office/lab safety procedures and requirements. Proven ability to interpret manuals, review and follow related processes/ procedures and maintain current accurate compliance records and documentation as required or needed.

• Solid computer skills using MS Word, Excel, PowerPoint, Outlook, and a variety of web-based programs to perform standard computer tasks, learn new programs/applications with minimal direction, and exercise fast and accurate typing skills. Knowledge of networking configuration with both PC and Mac computers and load basic software.

• Experience working in a networked environment using email, online calendaring and well developed internet navigation skills and experience learning new office-related software and hardware.

• Knowledge of formats, agency regulations and procedures for preparation and submission of contracts and grants proposals to federal, state and private agencies.

• Experience with purchasing practices and procedures including contacting vendors, obtaining and negotiating prices and using online purchasing system. Experience with monitoring database system, especially in regards to ordering system.

• Working knowledge of financial accounting and ability to review budgets and track expenditures. Experience with a wide variety of travel-related administrative activities including university policies and procedures, tracking systems for meeting expenses, and tracking of persons and materials in transit.

• Experience compiling statistical and other information involving mathematical calculations, designing reports using appropriate computer software and synthesizing data from a variety of sources.

• Excellent written and electronic communication skills that facilitate professional, effective, and courteous interaction with a diverse population. Ability to effectively compose, edit and proofread letters, memoranda, minutes of meetings, and summary reports with clear and concise expression, proper grammar, style, and punctuation.

• Effective interpersonal skills including tact, diplomacy and flexibility with the ability to work in a team framework in conjunction with principles of community with staff, professionals, the public, and others and ability to maintain confidentiality as required.

• Ability to take ownership of work performance, follow through on assignments, and anticipate, identify problems and resolve or recommend course of action for resolution as appropriate.

• Ability to establish and maintain computerized records, filing systems and prepare formal meeting materials.

• Experience with policy and procedures related to travel, disbursements, grants and contracts, proposal preparation, animal use and human subjects, etc.

PREFERRED QUALIFICATIONS

• Experience with University on-line systems (e.g. Link Family, BLINK, MyEvents, My
  Create a Job Alert for Similar Jobs
  Logo

  About University of California San Diego

  UC San Diego is an academic powerhouse and economic engine, recognized as one of the top 8 public universities by U.S. News and World Report. Innovation is central to who we are and what we do. Here, students learn that knowledge isn't just acquired in the classroom - life is their laboratory. UC San Diego's rich academic portfolio includes six undergraduate colleges, five academic divisions and five graduate and professional schools. The university's award-winning scholars are experts at the forefront of their fields with an impressive track record for achieving scientific, medical and technological breakthroughs.

  Connections working at University of California San Diego
  More Jobs from This Employer

  https://career.igottajob.com/jobs/18638341/executive-administrative-assistant-hybrid-remote

  
  Return to Search Results