Note: The job is a remote job and is open to candidates in USA. UC San Diego is seeking a Faculty Administrative Assistant to support its Physics Department. The role provides administrative support for faculty instruction, service, and research programs, serving as a liaison with campus units and external organizations. Responsibilities include research group administration, purchasing, travel and reimbursement coordination, visitor logistics, faculty events, and student worker support.
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. This requires a high level of organizational skill and attention to detail
- 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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