Company: University of California - San Diego
Location: San Diego
Posted on: November 22, 2020
#106754 EXECUTIVE ASSISTANT
Filing Deadline: Thu 11/26/2020
UCSD Layoff from Career Appointment: Apply by 11/17/20 for
consideration with preference for rehire. All layoff applicants
should contact their Employment Advisor.
Special Selection Applicants: Apply by 11/26/20. Eligible Special
Selection clients should contact their Disability Counselor for
UC San Diego employees 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.
The UC San Diego Department of Bioengineering consists of -25
ladder rank faculty, -600 enrolled undergraduate students, -280
graduate students, -45 postdoctoral scholars, and -115 staff
positions. The department is consistently ranked as one of the top
departments of Bioengineering in the world. It has a $10M annual
allocation of State and University funds and holds a multi-million
research portfolio (17.7 MIL in total contract & grant
expenditures), including awards (but not limited) from the NIH,
NSF, other federal flow through, and gifts/private funding. The
Department of Bioengineering is one of six departments in the
nationally ranked Jacobs School of Engineering. It enjoys close
collaborations with the UC San Diego School of Medicine, the
Institute of Engineering in Medicine (IEM), the Scripps Research
Institute, the Sanford Burnham Institute, and the Salk Institute
for Biological Studies, among other Divisions and Programs on
The UC San Diego Department of Bioengineering offers the following
graduate degrees: Masters of Engineering, Masters of Science,
combined Bachelors of Science/Masters of Science, Ph.D. and (in
conjunction with the UC San Diego School of Medicine) a combined
M.D./Ph.D. degree program.
Provide executive assistance to a world-renowned
Professor/Principal Investigator (PI) and his laboratory in the
Department of Bioengineering and San Diego Supercomputer Center.
Serve as primary contact for the PI and his lab. Provide a high
level of administrative support and act as liaison between the
Department of Bioengineering and SDSC s Business Offices, UCSD
campus offices and external agencies. Coordinate and oversee PI's
administrative affairs including financial, personnel and
laboratory administration, calendaring, preparation of publications
for submission and organizing a high volume of research and
teaching materials. Troubleshoot and independently resolve assorted
operational problems and handle highly confidential matters and
materials with discretion. Organize and administer travel utilizing
campus online travel management system. Research and organize
background information for activities and projects. Analyze short
and long-range space, staffing and budgeting needs. Maintain PI's
Must be willing to work in an animal-related research
Strong demonstrated executive-level administrative skills including
complex calendaring and travel coordination.
Proficient skill in using personal computers and a wide variety of
software packages for word processing, spreadsheets, database
processing, presentations and calendaring (e.g. Microsoft Office
suite). Knowledge of e-mail systems as a primary form of
communication. Accomplished skill at navigating the Internet for
Excellent time management skills. Ability to work in a fast paced
environment with shifting priorities. Strong ability to organize
and prioritize workload, to work independently on simultaneous
detailed projects, produce accurate, timely results and to meet
Strong interpersonal skills, including tact, diplomacy and
flexibility to work with staff, faculty, students, industry and the
community as part of a team and in accordance with the principles
Proven oral and written communication skills. Experience performing
administrative skills with a high level of proficiency and
competency to include: composing, editing, and finalizing complex
correspondence, minutes of meetings, publications, business
letters, summaries, and reports; typing with reasonable speed and
accuracy; entering data with speed and accuracy; editing and
proofreading final products; and skill in proofreading work for
grammar, spelling, punctuation and typographical errors.
Demonstrated experience interpreting policies and procedures
related to business office management such as fund administration,
purchasing, contract and grant administration, staff personnel,
disbursements, travel, facility management, inventory, etc.
Resourcefulness and independent ability to research information
from a variety of sources and to identify and extract relevant
data, including the library, Pub Med and various agency website's
such as NIH and NSF and UCSD website's.
Demonstrated organizational skills with ability to organize large
volumes of research and teaching materials; ability to efficiently
and creatively utilize and organize limited space.
Possess basic mathematical skills to calculate various financial
Ability to accurately review and process materials dealing with a
broad spectrum of issues. Ability to develop, implement and
maintain accurate record retention systems.
Demonstrated ability to independently arrange and organize meetings
and special events, including coordination of support services.
Demonstrated experience with general office equipment.
Ability to maintain strict confidentiality with experience in
utilizing good judgment and discretion when working with a variety
of sensitive issues or highly confidential information.
Embrace and practice UCSD s Principles of Community including the
commitment to strive to maintain a climate of fairness, cooperation
* Background Check is required.
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: http://www-hr.ucsd.edu/saa/nondiscr.html
UC San Diego is a smoke and tobacco free environment. Please visit
smokefree.ucsd.edu for more information.
Keywords: University of California - San Diego, San Diego , Executive Assistant, Other , San Diego, California
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