UCSD Layoff from Career Appointment: Apply by 06/23/2021 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.
Special Selection Applicants: Apply by 07/06/2021. Eligible Special Selection clients should contact their Disability Counselor for assistance.
This posting will remain open until filled.
The individual will serve as Faculty Assistant for the Division of Gastroenterology & Hepatology, provide high level of administrative support to faculty and staff. Independently provide a full spectrum of administrative support to multiple clinical faculty, research faculty & their labs.
This includes but not limited to: maintaining complex schedules and appointment calendars; meeting and conference planning; coordinate domestic and international travel arrangements, travel reimbursement and reconciliation; business correspondence; grant submission and coordination; maintain administrative/academic files; coordinate meetings/courses; process financial transactions; edit manuscripts abstracts, research proposals, etc.; order supplies; plan, coordinate and execute divisional events; operate general office machines; route and take action on incoming calls. Participate in short and long term planning of divisional administrative needs. Maintain confidential personnel files for all division faculty members.
Utilizing a thorough knowledge of the division's clinical and quality improvement activities independently respond to a variety of information requests and disseminate information through interpersonal, telephone and electronic communications. Route calls, information/data requests, and issues to the appropriate personnel. Exercise independent judgment and maintain confidential information. Meet frequent and changing deadlines, interact with diverse individuals and perform multiple tasks/functions.
Proven administrative experience to include making complex domestic and international travel arrangements and itineraries, maintaining complex calendars and independently planning conferences and event planning.
Must have experience working in a scientific, research and/or academic setting.
Demonstrated experience in the preparation of academic files.
Demonstrated experience with fund accounting and fiscal management.
Experience preparing, reviewing and processing pay authorizations, reimbursements, subscriptions, memberships, reconciling travel expenses, entertainment, and check requests. Ability to properly complete and submit required university forms.
Thorough knowledge of state, federal, and private agency grant applications, submission and report requirements.
Excellent interpersonal skills, including tact, diplomacy and flexibility. Ability to interact effectively with the medical faculty and other individuals at all levels within and outside the University to promote positive relationships and to ensure that their needs are met.
Experience independently writing clear, concise, and logical reports, correspondence and summaries. Ability to proofread own work paying close attention to grammar and spelling.
Proficiency and advanced skills and experience using web-based technologies, spreadsheets, databases and word processing software to include Microsoft Word, Excel, PowerPoint, Endnote, Adobe Acrobat, and NIH eRA Commons. Knowledge of Publisher and Adobe Photoshop is preferred.
Ability to use basic mathematical formulas and manipulate complex formulas in various spreadsheet programs to produce accurate projections of funding support in various categories.
Strong communication skills, oral and written; ability to communicate ideas and issues clearly, concisely, and accurately to diverse personalities with varying concerns.
Ability to design, organize, and maintain electronic and traditional filing systems that allow easy retrieval and provide ability to easily follow up on status of pending issues.
Proven analytical and problem solving skills; ability to identify existing/potential problems, to recommend solutions, to determine/implement appropriate procedures, and to evaluate results or progress. Ability to accurately interpret/implement policies and procedures.
Strong organizational skills with experience setting priorities, producing timely results and meeting deadlines in a demanding, multi-faceted work environment while maintaining a high level of attention to detail and accuracy. Ability to work independently, and use mature judgement to complete tasks.
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.