Chair's Assistant & Business Affairs Coordinator.

at  UC San Diego

UC SAN DIEGO VALUES EQUITY, DIVERSITY, AND INCLUSION. IF YOU ARE INTERESTED IN BEING PART OF OUR TEAM, POSSESS THE NEEDED LICENSURE AND CERTIFICATIONS, AND FEEL THAT YOU HAVE MOST OF THE QUALIFICATIONS AND/OR TRANSFERABLE SKILLS FOR A JOB OPENING, WE STRONGLY ENCOURAGE YOU TO APPLY.

UCSD Layoff from Career Appointment: Apply by 8/9/24 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.
Special Selection Applicants: Apply by 8/21/24. Eligible Special Selection clients should contact their Disability Counselor for assistance.

DESCRIPTION

BUSINESS AFFAIRS COORDINATOR: Under the general supervision of the Director of Financial Affairs, this position provides administrative support to various members of the MAE community including but not limited to faculty, researchers, lecturers, students, and visitors. Duties include coordinating travel, events, procurement, and expense reimbursement.
ASSISTANT TO THE CHAIR: Provide administrative support to the Department Chair, including but not limited to managing the Chair’s calendar, coordinating faculty/committee meetings, preparing and disseminating campus/department communication, and serving as the administrative lead for other special events/projects, while maintaining detailed records for documentation purposes.

QUALIFICATIONS

• Demonstrated knowledge, understanding and ability to coordinate work within policies and procedures as they relate to a variety of administrative functions. Ability to perform work according to established protocols.
• Demonstrated organizational skills, with demonstrated experience in independently setting priorities to job functions to meet multiple deadlines and changing priorities, and to ensure smooth workflow. 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 telephone, e-mail and in person. Demonstrate tact and diplomacy with all constituents at all levels to promote positive relationships.
• Superior grammar/language skills, both verbal and written. Demonstrated knowledge of correct grammar, punctuation and spelling, with ability to compose correspondence, edit technical papers for formatting and grammar, and proofread all work.
• Ability to resolve conflict while maintaining a professional relationship.
• 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, newsletters, and websites.
• Ability to make foreign and domestic travel arrangements with the skill to research the most economic rates and prepare all travel-related forms for submission and reimbursement.
• Knowledge of web editing tools.
• Excellent oral communication skills to communicate ideas and issues clearly, concisely and accurately to make recommendations, discuss problems, research and explain policies/procedures.
• Demonstrated skill in the use of PC systems to complete tasks, including word processing, spreadsheets and equation software. Ability to use the Internet search tools for information retrieval.
• Ability to maintain confidentiality and use discretion in handling sensitive matters.
• Proven ability to independently perform a variety of accurate financial calculations using basic arithmetic functions including addition, subtraction, multiplication, division, percentages, ratios, etc.
• Ability to work independently and effectively with modest supervision and to exercise good judgment.
• Strong demonstrated 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.

IF EMPLOYED BY THE UNIVERSITY OF CALIFORNIA, YOU WILL BE REQUIRED TO COMPLY WITH OUR POLICY ON VACCINATION PROGRAMS, WHICH MAY BE AMENDED OR REVISED FROM TIME TO TIME. FEDERAL, STATE, OR LOCAL PUBLIC HEALTH DIRECTIVES MAY IMPOSE ADDITIONAL REQUIREMENTS.

To foster the best possible working and learning environment, UC San Diego strives to cultivate a rich and diverse environment, inclusive and supportive of all students, faculty, staff and visitors. For more information, please visit UC San Diego Principles of Community.
UC San Diego is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age or protected veteran status.
For the University of California’s Affirmative Action Policy please visit: https://policy.ucop.edu/doc/4010393/PPSM-20
For the University of California’s Anti-Discrimination Policy, please visit: https://policy.ucop.edu/doc/1001004/Anti-Discrimination
UC San Diego is a smoke and tobacco free environment. Please visit smokefree.ucsd.edu for more information.

Please refer the Job description for details