What are the responsibilities and job description for the Faculty Assistant 3 / Assistant to the Chair - 116866 position at UC San Diego?
#116866 Faculty Assistant 3 / Assistant to the Chair
Extended Deadline: Wed 7/6/2022For the safety and well-being of the entire university community, the University of California requires, with few exceptions, that all students, faculty and staff be vaccinated against the COVID-19 virus and influenza before they will be allowed on campus or in a facility or office. For more information visit: Flu Vaccine Mandate / COVID Vaccine Policy
UCSD Layoff from Career Appointment: Apply by 06/09/22 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.
Special Selection Applicants: Apply by 06/20/22. Eligible Special Selection clients should contact their Disability Counselor for assistance.
Job posting will remain open until a suitable candidate has been identified.
DESCRIPTION
This position provides administrative support to a cluster of ladder rank faculty and other academic appointees, and/or one Department Chair in a large and complex academic School. Duties encompass a variety of activities in instructional support, event/meeting planning, faculty/visitor coordination and general administrative service.
Responsibilities include, course support (material preparation and ordering, producing and maintaining course web sites), full range of travel support activities from reservations through reconciliation, overseeing facility management (liaison for custodial services, key control, oversight of conference rooms, work orders, etc.), acting as liaison between faculty members and other on-and off-campus organizations, and making comprehensive arrangements for visitors and faculty recruitments (invitations, hotel, travel, appointment scheduling, etc.).
This position manages a high volume of communications and requires a great degree of independent judgment and discretion. If serving as an Assistant to Department Chair, responsibilities include directly working with Faculty Recruitment Committee and Department Chair to arrange recruitment travel, schedule various meetings and applicable talks.
QUALIFICATIONS
Experience and proven ability to provide a high level of independent support under the challenge and stress of frequent interruptions and frequently changing priorities and deadlines. Ability to handle multiple tasks simultaneously requiring detail and accuracy.
Proven knowledge, understanding and ability to coordinate work within policies and procedures as they relate to a variety of administrative functions. Ability to exercise extreme diplomacy and mature judgment. Must be cognizant of various ongoing projects and future projects affecting schedules; work flows, etc., and be able to make decisions regarding work priorities.
Customer service oriented with excellent interpersonal skills. Ability to work with a diverse group of people and communicate clearly and effectively via the telephone, e-mail and in person.
Ability to resolve conflicts while maintaining a professional relationship. Ability to demonstrate tact and diplomacy at all levels within and outside the University to promote and maintain 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.
Proficient skill and ability in both PC & Mac environments. Mastery of standard business software to include MS Office Suite. Ability to use internet search tools for information retrieval. Willingness and ability to update and expand computer knowledge, skills and abilities in order to respond to changing operational needs.
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 posters, flyers and newsletters.
Ability to make foreign and domestic travel arrangements with the skill to research the most economical rates and prepare all travel-related forms for submission and reimbursement.
Working knowledge of general accounting practices including fund accounting, program-based budgeting, and contract and grant accounting.
SPECIAL CONDITIONS
Occasional overtime on evenings and weekends may be required.
Willingness and ability to work in close proximity (same building or floor) to research labs, which may contain radioactive isotopes, lasers, and/or biohazardous materials.
Willingness and ability to perform errands at various locations on-campus.
Background check required.
Job offer is contingent on successful engagement in the UC COVID-19 Vaccination program (fully vaccinated with documented proof or approved exception/deferral).
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/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, age, protected veteran status, gender identity or sexual orientation. For the complete University of California nondiscrimination and affirmative action policy see: http://www-hr.ucsd.edu/saa/nondiscr.html
UC San Diego is a smoke and tobacco free environment. Please visit smokefree.ucsd.edu for more information.
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