Note: The job is a remote job and is open to candidates in USA. UC San Diego is a research-intensive university with a prominent Physics Department spanning extensive instructional, research, and administrative activities. The Faculty Administrative Assistant provides administrative support for faculty instruction, service, and research programs, coordinates purchasing, travel, reimbursements, visitors, and events, and serves as a liaison among department units, campus offices, and external organizations.
Responsibilities
- Under the direction of the Physics Department Business Manager, the incumbent is responsible for providing administrative support for the faculty's University instruction, service, and research programs
- The incumbent serves as an administrative liaison with the Physics Department central units, other campus offices, and external organizations for the administrative management of faculty research programs
- Additionally, the incumbent supports organizational efforts in implementing changes in procedures to optimize the performance of research groups
- This includes enhancing the research groups' ability to provide appropriate written material and meet administrative requirements, both within and outside UC
- Utilizing initiative, resourcefulness, and sound judgment, the incumbent adeptly handles a diverse range of administrative duties for research lab groups, which include graduate/undergraduate students, postdoctoral fellows, project/research scientists, lab research staff, and Principal Investigators (PI’s)
- These responsibilities span lab orders, travel coordination, reimbursement processing, instructional support, and more
- Collaborating with Departmental Research Administrators, the incumbent engages in activities related to purchasing, travel arrangements, commitments, and addressing invoicing inquiries
- Independently managing a substantial volume of domestic and international visitors, the incumbent coordinates all logistics, encompassing meeting organization, accommodations, and reimbursements
- The incumbent serves as the coordinator for faculty events and functions, and as a backup for seminars, colloquia, and department events
- The incumbent assigns tasks and supports the optimization of student workers' performance within the administrative framework
- Occasional evenings and weekends, and overtime may be required
Skills
- Demonstrated experience providing administrative support within an academic department with familiarity and reasonable understanding of related scientific terms and concepts
- Experience in providing support to multiple individuals with competing demands
- Demonstrated experience in interpreting and applying complex rules and regulations
- Experience and skill to work independently or as part of a group
- Experience and skill to interpret and apply complex rules and regulations
- Excellent editorial correction skills of technical manuscripts and proposals
- Demonstrated experience and skill to work under the pressured conditions of a centralized, production-oriented atmosphere, to prioritize/organize workload and complete critical tasks in a timely manner
- Strong written communication skills. Ability to adapt writing style as needed. Ability to write concisely and persuasively and to summarize information
- Strong organization, negotiation, and decision-making skills
- Ability to maintain the highest level of confidentiality
- Excellent interpersonal skills; effectively interact with senior faculty, research staff, co-workers, as well as senior representatives of non-university agencies using skills in diplomacy and tact
- Ability to independently exercise judgment and make problem-solving decisions in unique as well as everyday situations
- Patience and verbal skills to communicate abstract concepts
- Excellent computer skills (i.e., Word, Excel, Acrobat, EndNote)
- Skill to communicate well with non-native speakers of English from various cultural backgrounds
- Skill to maintain and retrieve accurate records
Benefits
- Hybrid worksite
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