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Faculty Assistant

Company: University of California - San Diego Medical Cente
Location: San Diego
Posted on: July 15, 2019

Job Description:

UCSD Layoff from Career Appointment: Apply by 7/15/19 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor. Special Selection Applicants: Apply by 7/24/19. Eligible Special Selection clients should contact their Disability Counselor for assistance. DESCRIPTION =========== UC San Diego is a student-centered, research-focused, service-oriented public institution that provides opportunity for all. Recognized as one of the top 15 research universities worldwide, a culture of collaboration sparks discoveries that advance society and drive economic impact. The Department of Electrical and Computer Engineering (ECE) is one of the largest and most complex departments on campus. The department is comprised of over 50 ladder rank faculty, over 150 additional academics in various research and instructional titles, and over 30 professional staff. The mission of the Department of Electrical and Computer Engineering is to educate tomorrow's technology leaders. The staff within ECE strive to provide support and guidance to department faculty and researchers to allow them to achieve their research goals and to train the next generation of Electrical Engineers. Come join our team and help create tomorrow s technology leaders. Provides executive administrative support to permanent faculty members and their research groups in the Department of Electrical and Computing Engineering. Coordinates all activities required to support a faculty member or group of faculty (-8 faculty) with diverse and complex activities such as: short and long range planning; administration, teaching, research, community and campus service. Responsibilities include: organizing conferences, symposiums, and special events; preparation of reports, correspondence; support of journal editorship duties; and technical manuscript production. Assist with development and administration of special complex projects and coordination of special events. Responsibility of financial activity at laboratory level for a variety of funding sources including purchasing, price comparisons, inventory tracking, and working with vendors to ensure best possible price and quality of purchases. Independently manages a high volume of international visitors, coordinating all logistics including expense vouchers, accommodations and reimbursement. Responsible for complex international and domestic travel arrangements and reimbursements. Calendaring responsibility with authority to commit PI time. Acts as liaison between the faculty members, publishers, business office and other on and off-campus organizations in matters concerning academic file preparation, travel, shipping, purchasing, housing, catering, facilities, and contracts and grants. * Occasional evenings and weekends may be required. Overtime may be required. * Please submit a cover letter for a complete application. QUALIFICATIONS ============== * Demonstrated experience making complex foreign and domestic travel arrangements. * Demonstrated experience and ability to independently schedule, arrange and coordinate seminars/meetings/special events and to create/maintain effective marketing material such as flyers and newsletters. * Demonstrated knowledge and experience in academic and business administration with strong organization management skills. * Demonstrated experience using online processing systems for reimbursements, ordering supplies, ordering equipment, or other items using guidelines to identify reimbursable expenses. Providing documentation/receipts for purchases. * Experience with shipping domestic and international shipments. * General knowledge of export and import control policies and regulations as they relate to international shipments and purchases. * Knowledge, understanding and ability to analyze/coordinate policies and procedures as they relate to a variety of administrative functions, along with ability to perform work according to established protocols. * Demonstrated ability to exercise good judgment for problem solving, analytical skills and ability to anticipate problems. Recommend solutions and implement action. * Demonstrated ability to establish new procedures for faculty and department operations. Ability to analyze diverse needs, material and/or issues to facilitate ordering the elements into logical and organizational structural processes and procedures. * Ability to analyze complex situations and data, and develop clear and concise written/oral reports or recommendations, especially when no clear directives are provided and/or there are many possible solutions * Demonstrated ability to resolve conflicts with creativity and authority while maintaining a professional relationship. Ability to control situations or events in the absence of higher authority and ability to make recommendations or decisions that affect office operations and activities. * Ability to work independently and effectively with modest supervision and to exercise good judgment. Includes initiative to make independent judgments, identify problems, develop and present recommended solutions. * Demonstrated ability to independently schedule, arrange and coordinate seminars/meetings/special events with national and international scientific participants and to create/maintain effective marketing material such as flyers and newsletters. * General knowledge of basic lab safety requirements and procedures. * Demonstrated ability to organize workload, set priorities, meet frequent deadlines, and work independently and effectively under pressure/constant interruptions. * Ability to proofread and edit material for correct grammar, spelling, and punctuation Excellent math skills. * Demonstrated experience with IBM PC and/or Macintosh computers and experience with MS Word, PowerPoint, Excel, and computerized calendaring systems. * Ability to maintain a high level of confidentiality in all matters related to work. * Excellent attention to detail. * Ability to use standard office machines, including telephones, fax, photocopier, scanners, calculators, etc. SPECIAL CONDITIONS ================== * Job offer is contingent upon satisfactory clearance based on Background Check results.

Keywords: University of California - San Diego Medical Cente, San Diego , Faculty Assistant, Other , San Diego, California

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