Administrative Assistant - TP138536

Duration: Assignments typically run for approximately 3-6 months.

Compensation: $29.42 to $32.22 per hour depending on experience. Eligible for paid holidays and vacation/sick leave. Full-medical insurance also available.

Work Schedule: Monday-Friday 8am to 4:30pm

Location: On-Site - On campus in La Jolla.

UC San Diego has a consistent need for talented Administrative Assistants to support leadership across the University to include the areas of Academic/Student Affairs, Health, Operations, Financial Services, Communications, Research, Advancement, etc. Primary responsibilities will include managing complex calendars for multiple senior executives, coordinating domestic and international travel, tracking expenses, and processing reimbursements. The Administrative Assistant will also coordinate meetings and prepare meeting materials. Will serve as a key resource to their department, interacting with senior leaders, faculty, staff, students, and community and governmental organizations.

• Demonstrated experience managing multiple complex calendars

• Proven experience with domestic and international travel arrangements, including coordinating with travel agencies to fulfill required travel agendas, researching and utilizing most effective and economical options, and coordinating reimbursement procedures.

• High-level organizational skills, ability to multi-task, extremely strong attention to detail, and the ability to prioritize and follow through on assignments in a timely, proactive, and responsive manner.

• Proficiency with MS Word, Access, Excel, PowerPoint, Internet Explorer, Adobe Acrobat, and various email, database and desktop publishing programs.

• Strong typing/word processing skills to prepare correspondence, reports, and spreadsheets.

• Extensive experience in the planning, coordination, and execution of various types and sizes of meetings and events, including skill and experience in working within a budget; negotiating with vendors and service providers to secure venues and catering options.

• Experience with Oracle for Purchasing

• Demonstrated experience with purchasing practices and procedures including contacting vendors, obtaining and negotiating prices preferred can train.

• Ability to operate personal computers including word processing, spreadsheets, databases, graphics, and scheduling programs. Experience with Macintosh and Windows format and environmentExperience in coordinating travel arrangements including preparing travel vouchers and other procedures using Concur, Excel, Ability to use spreadsheets, slides, figure and table preparation, back-up, scheduling, and database programs, and equipment.

• Ability to learn new software programs and apply what is learned.

• Demonstrated ability to organize and schedule complex calendar on Outlook and Google Calendar, TEAMS, Zoom meetings. Required Word, Adobe and MS Office

• Day to Day Primary Duties: Calendaring, Zoom meetings, Travel, Reimbursements, purchasing lab supplies, tracking orders. Support to faculty, Lab employees.

• Background and Reference checks required

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.

The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected status under state or federal law.

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.

Misconduct Disclosure Requirement: As a condition of employment, the final candidate who accepts an offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; or have filed an appeal of a finding of substantiated misconduct with a previous employer.

a. "Misconduct" means any violation of the policies governing employee conduct at the applicant's previous place of employment, including, but not limited to, violations of policies prohibiting sexual harassment, sexual assault, or other forms of harassment, or discrimination, as defined by the employer. For reference, below are UC's policies addressing some forms of misconduct:

• UC Sexual Violence and Sexual Harassment Policy
• UC Anti-Discrimination Policy
• Abusive Conduct in the Workplace