Research Group Administrative Assistant

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 10/04/2024 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.
Special Selection Applicants: Apply by 10/15/2024. Eligible Special Selection clients should contact their Disability Counselor for assistance.

POSITION DESCRIPTION

The Marine Physical Laboratory division at Scripps Institution of Oceanography is seeking to hire a Research Group Administrative Assistant.

Under general supervision of the MPL Purchasing and Research Operations Support Manager (P&ROSM), the incumbent shall be responsible for:

• Independently responsible for organization, analysis, and execution of executive level administrative support for Marine Physical Laboratory’s Director, Deputy Director, faculty, academics, engineers and their professional staff and students located in MPL’s Isaac’s Hall location.
• Serve as liaison between Pt. Loma and the administrative offices as well as a liaison between Isaacs Hall and the SIO facilities management team for work orders and custodial services. *Assist in coordinating the MPL Summer Internship program, including organizing luncheons and social events as needed.
• Independently responsible for complex group and foreign visitor travel arrangements including Concur requests and reconciliations, travel reimbursements, ships schedules/sea cruises, Field Safety Research Plans, business travel accident insurance, etc. Process all purchasing for Isaacs Hall academics and staff by credit card, Oracle, or PO when necessary.
• Coordinate complex shipping of oceanographic equipment and containers including coordinating with MPL foreign shipping personnel and SIO HAZMAT office and UCSD Logistics, HAZMAT specialists, UCSD export control office, American Cargo Service, and outside freight forwarders.
• Independently responsible for organizing and coordinating conferences, meetings, workshops.
• Provide unit orientation for Visiting Scholars, volunteers and other employees and students located in Isaacs Hall. Serve as back-up to OAR, Spiess, Nierenberg, Ritter, and Vaughan Hall administrative offices during absences or periods of heavy workload.

QUALIFICATIONS

• Working knowledge of procedures for domestic shipping and knowledge of procedures for foreign shipping. Knowledge of HAZMAT policies and procedures for hazardous materials shipping.
• Experience coordinating meetings and special events including logistics: e.g. audio/video equipment, space scheduling, catering, etc.
• Experience with complex travel administration. Demonstrated knowledge of federal, state, and private agency funding regulations (NSF, DOE, NASA, ONR, NOAA, etc.) as it relates to travel and purchasing.
• Experience processing volunteer and visiting scholar documentation and utilizing visiting scholar appointment database. Experience welcoming and orienting visitors.
• Skill using a Macintosh, Mac operating system in a networked environment.
• Proven skill in utilizing numerous computer systems, software and applications including Macs and MS Word, Excel, Acrobat, Outlook E-Mail.
• Demonstrated ability to work with detailed information in an accurate manner within established deadlines.
• Skill in developing, implementing and maintaining record keeping and filing systems. Skill in effectively organizing computerized files and information.
• Strong interpersonal skills needed to interact effectively with a wide variety of personalities and behavior patterns in person and on phone, exercising tact and diplomacy with emphasis on flexibility and professionalism and ability to act with discretion regarding sensitive and confidential matters. Ability to illicit and/or ascertain what information and details are needed and to communicate same to the appropriate MPL business office personnel. Ability to communicate information clearly and effectively both orally and in writing, in person and by phone. Excellent English grammar and spelling.
• Proven skill in developing, implementing and maintaining record keeping and filing systems.
• Excellent grammar and writing skills. Ability to communicate clearly and effectively in person and by telephone.
• Proven ability to organize and prioritize work effectively with large volume and multiple responsibilities to meet deadlines and changing priorities and to make sound judgments and take initiative.
• Ability to remember and follow standard procedures including written and oral instructions.
• Demonstrated experience and skill to work independently, identify problems, implement and recommend solutions, using good judgment.
• Proven ability to read, interpret and apply policies, rules and regulations.
• Ability to concentrate with constant interruptions.
• Knowledge of academic leave forms and leave policies and procedures.
• Knowledge of various visas including: business (B1), business waivers, TN, PR, and J and H scholar visas as applied to travel regulations, reimbursement and employment.

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.

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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
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• Independently responsible for organization, analysis, and execution of executive level administrative support for Marine Physical Laboratory’s Director, Deputy Director, faculty, academics, engineers and their professional staff and students located in MPL’s Isaac’s Hall location.
• Serve as liaison between Pt. Loma and the administrative offices as well as a liaison between Isaacs Hall and the SIO facilities management team for work orders and custodial services. *Assist in coordinating the MPL Summer Internship program, including organizing luncheons and social events as needed.
• Independently responsible for complex group and foreign visitor travel arrangements including Concur requests and reconciliations, travel reimbursements, ships schedules/sea cruises, Field Safety Research Plans, business travel accident insurance, etc. Process all purchasing for Isaacs Hall academics and staff by credit card, Oracle, or PO when necessary.
• Coordinate complex shipping of oceanographic equipment and containers including coordinating with MPL foreign shipping personnel and SIO HAZMAT office and UCSD Logistics, HAZMAT specialists, UCSD export control office, American Cargo Service, and outside freight forwarders.
• Independently responsible for organizing and coordinating conferences, meetings, workshops.
• Provide unit orientation for Visiting Scholars, volunteers and other employees and students located in Isaacs Hall. Serve as back-up to OAR, Spiess, Nierenberg, Ritter, and Vaughan Hall administrative offices during absences or periods of heavy workload