UCSD Layoff from Career Appointment: Apply by 3/12/17 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.
UCSD Department of Radiology is one of the most innovative and productive academic departments in the country, offering challenging career opportunities in the diverse areas of advanced educational programs, cutting-edge research, and state-of-the-art services for clinical and translational studies. The department is committed to offering a dynamic learning environment and growing opportunities to its talented and dedicated employees.
Under general supervision of the Administrative Support Supervisor, incumbent serves as Administrative Assistant to a group of Research Faculty within Radiology.
The Administrative Assistant will be responsible for administrative transactions including independently analyzing problems and resolving business issues, and providing direction and/or information as required. Provide high-level assistance through collection, maintenance, and coordination of academic personnel documentation; maintain updated electronic Curriculum Vitae, Biosketch and other documents required for the submission of the file. Assist faculty with administrative functions related to research and academic activities which may include the submission of journals, manuscripts, books and book chapters.
Responsible for the development and coordination of calendars for assigned research faculty; responsible for drafting, proofing and disseminating correspondence including letters of recommendation. Transcribes meeting minutes using technical or medical terminology. Set up and coordinate meetings/symposiums including the design and preparation of PowerPoint presentations. Responsible for coordinating travel arrangements, processing travel reimbursements, payment authorizations, and generating high and low value purchase orders on line. Perform other duties as assigned.
Proven experience providing full range of high-level independent executive administrative support combined with proven skill to coordinate complex activities and use independent judgment to organize and prioritize office functions.
Proven experience managing multiple complex calendars and travel arrangements, planning meetings both on and off site. Skilled in coordinating complex administrative activities by determining the time, place, and sequence of actions to be taken.
Strong computer skills including proficiency with MS Word, Access, Excel, PowerPoint, Internet Explorer, Adobe Acrobat, and web-based applications. Proven typing/word processing skills to prepare correspondence, reports, and spreadsheets.
Demonstrated experience to prepare grant proposals and related materials.
Demonstrated experience in bookkeeping and/or financial management including preparation of financial reports and projecting and analyzing expenditures.
Excellent interpersonal communication skills. Demonstrated ability to communicate in a clear, logic, and concise manner and with tact and diplomacy.
Experience in effectively communicating by telephone, in person, or in writing, with a diverse cross-section of individuals at all levels, inside and outside of the University.
Experience analyzing and identifying problems, independently resolve discrepancies with ability to recommend solutions, effectively participate in short and long term planning for administrative needs of unit.
Proven ability to work independently with minimum supervision, establish priorities, follow through on tasks to completion, and meet deadlines in an environment of multiple interruptions and changing priorities while maintaining a high degree of judgment and clarity.
Experience using the internet and web browsers; ability to research topics and summarize findings; experience researching and retrieving and downloading journals and manuscripts online. Experience researching, compiling, and organizing information to produce concise reports using relational databases.
Demonstrated experience in setting up and maintaining accurate filing systems.
Working knowledge of UCSD policies/procedures regarding purchasing.
Experience utilizing UCSD systems (e.g., IFIS, PPS, Financial Link, Travel Link, Employee Link) to develop and generate monthly financial reports.
Experience in the preparation of academic review files in accordance with University policies and procedures.
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.