UCSD Layoff from Career Appointment: Apply by 09/14/17 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor. Eligible Disability Counseling and Consulting services (DCC) or Special Selection clients should contact their Vocational Rehabilitation 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.
Under general supervision, provide administrative support to Academic Personnel and Human Resources unit in the Mechanical & Aerospace Engineering Department. Assist with the coordination of student employment, including classification, recruitment, selection, and hire/separation administration. Conduct student employee and visitor onboarding/offboarding appointments, enter various personnel and payroll data into the UCSD's Payroll & Personnel System (PPS).
Process bi-weekly payroll and serve as back up for staff monthly payroll. Collaborate with staff as part of a team to provide support to the department's mission. Execute duties with tact, discretion and a high degree of independent judgment. Independently responsible for all reimbursement and department purchasing activities via Marketplace, Express Card, or department (purchase) orders, including but not limited to supplies, office equipment, machinery, books and reprints. Coordinate/support the unit in all activities which are part of a complex engineering/scientific department.
Provide all administrative support for the department's LSOEs and part-time Lecturers, including but not limited to word processing course materials, copying, maintaining files, distributing exams per confidentiality policy, ordering AV equipment, and interacting with faculty and students. Responsible for mail distribution, equipment check-in/out processes, ledger reconciliation, and maintaining of general office supplies for MAE Business office.
Time off must be scheduled around payroll deadlines and beginning of fall quarter.
Demonstrated experience with payroll administration and timekeeping procedures. Proven ability to analyze complex pay records, personnel forms and payroll time records to initiate actions.
Experience and knowledge of financial management and bookkeeping principles, understanding of financial statements, and ability to analyze financial data and computer generated information and to provide advice based on findings.
Previous experience in office/administrative work environment. Demonstrated ability to use all standard office equipment (fax, copy machines, printers, etc.).
Strong computer skills and well versed with a variety of software packages for word processing, spreadsheets and database management (Word, Excel, Access, etc.). Knowledge of e-mail systems as a primary form of communication; accomplished skill at navigating the Internet for information retrieval.
Demonstrated experience with electronic filing systems. Ability to maintain and cross reference complex filing systems for rapid/easy retrieval by self or others.
Proven ability to independently perform a variety of accurate financial calculations using basic arithmetic functions including addition, subtraction, multiplication, division, percentages, ratios, etc.
Strong ability to work independently with a variety of computer platforms and software programs. Ability to self-teach, and to read and comprehend computer manuals. Demonstrated willingness and ability to update and increase skills and knowledge in this area to meet the needs of business.
Superior grammar/language skills, both verbal and written. Demonstrated knowledge of correct grammar, punctuation and spelling, with ability to compose correspondence, edit papers for formatting and grammar, and proofread all work.
Organizational skills, with experience in independently setting priorities to job functions to meet multiple deadlines and changing priorities to ensure smooth work flow. Skill to organize large volumes of material. Ability to handle multiple tasks simultaneously requiring detail and accuracy, with frequent interruptions and fluctuating priorities.
Excellent interpersonal skills, ability to work with a diverse group of people, communicate clearly and effectively on the telep
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