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Fiscal and Facilities Administrative Assistant

Company: University of California - San Diego Medical Cente
Location: San Diego
Posted on: November 11, 2019

Job Description:

UCSD Layoff from Career Appointment: Apply by 10/28/2019 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor. Special Selection Applicants: Apply by 11/06/2019. Eligible Special Selection clients should contact their Disability Counselor for assistance. UC San Diego career employees who have passed their trial period will have priority consideration for this position. Recruiters will begin to refer qualified internal applicants after the first 7 days of the job posting. Qualified external applicants may be referred to the hiring department, if a qualified pool of internal candidates is not identified and upon the request of the hiring manager. DESCRIPTION =========== Provide high level administrative support to the Director and Program Coordinators for the Master of Advanced Study (MAS) Program) and the Jacobs School of Engineering Dean's Office. Responsible for administrative aspects of MAS program activities including, but not limited to: financial tracking and reporting; processing financial documents; preparing student invoices and grade reports/receipts; and other student-related support activities.Provide ongoing executive assistance for various activities related to the promotion, marketing, and visibility of the Executive Education/MAS Program at the Jacobs School of Engineering. In performance of these duties, individual must demonstrate a high degree of professionalism and adaptability in a rapidly changing environment. Duties require independent judgment, strong organizational skills, exceptional communication and exemplary customer service. The incumbent provides direct financial and facility support to several Jacobs School of Engineering Dean s Office staff including, but not limited to, the Business Director, Contract & Grant Analyst, and Fiscal Assistant. Incumbent provides work direction to one student worker. Duties include processing of fiscal transactions in compliance with campus policies and guidelines. Scheduling and maintaining the Jacobs Hall conference rooms. Assist in reception duties. Participate in routine tasks relating to the daily operation of the School of Engineering facilities e.g. assigning keys, troubleshooting, coordinating space assignments and building repairs, etc. * Shifted work schedule every other Saturday during the academic year,(end of September to mid-June). - Occasional evenings will be required. QUALIFICATIONS ============== * Working knowledge of basic accounting principles, business math, and bookkeeping for travel reimbursements, payments, and purchasing; proven administrative experience supporting the day-today operations of an office. * Excellent mathematical skills with knowledge of and experience with basic accounting techniques, systems and reconciliation of multiple financial records. * Demonstrated ability to design filing systems (both electronic and hard copy) and keep accurate, orderly files and records. * Ability to follow University procedures and prepare all necessary tracking/request forms (i.e. entertainment and travel reconciliation, telecommunications requests, purchase orders, etc.). * Strong organizational skills/ability to work independently, prioritize tasks, organize time efficiently, judge information,and meet deadlines and to initiate and track routine independent short and long range projects to completion. * Proven ability to work with a diverse group at all levels of the organization including faculty, staff, senior management,students, as well as individuals from various external organizations. Proven ability to work efficiently as a team member and foster positive relationships with co-workers and clients. * Demonstrated ability to use tact and discretion when working with sensitive and confidential material. * Demonstrated proficiency in using computer systems, email programs, internet web browsers and software programs (MS Word, Excel, Google Mail, Docs, Drive, and other relational database software). * Skill to exercise effective control of situations or events in the absence of higher authority and ability to make recommendations or decisions that affect office operations and activities. * Ability to take direction from more than one person and coordinate many simultaneous projects and tasks. Ability to be flexible, adapt and incorporate new ways of approaching a task. * Proven ability to investigate issues/problems and initiate solutions by communicating problems to the supervisor. * Proven ability to work in a very busy interactive environment with frequent interruptions and to perform tasks accurately and quickly with a high degree of professionalism in a rapidly changing, time-pressured environment. * Demonstrated understanding of philosophy of quality service and group process with proven aptitude to work as part of team. Foster the Principles of Community. * Excellent interpersonal skills and strong, demonstrated ability to effectively communicate in professional manner, both orally and written, with individuals at various levels. SPECIAL CONDITIONS ================== * Job offer is contingent upon satisfactory clearance based on Background Check results. * Must have access to reliable transportation. * Occasional evenings will be required.

Keywords: University of California - San Diego Medical Cente, San Diego , Fiscal and Facilities Administrative Assistant, Administration, Clerical , San Diego, California

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