#111678 Personnel Assistant

DESCRIPTION

Under general supervision, serve as the Biology Section primary contact and resource for all casual-restricted appointment actions, and Visiting Scholar (VS), Visiting Research Scholar Intern (VRSI), and Visiting Graduate Student (VGS) appointments. The Biology Section is comprised of three distinct and diverse research units, the Integrative Oceanography Division (IOD), Marine Biology Research Division (MBRD), and Center for Marine Biotechnology and Biomedicine (CMBB).

Independently review and determine eligibility, interpret policies and consult with management and central offices, proposing alternatives and solutions when necessary. Serve as the primary SIO Biology Section resource to staff, managers, and PI's on student employment policies and procedures for casual-restricted employment. Administer all aspects of the student employment process for the SIO Biology Section including recruitments, exceptions, equities, separations, entries into UC San Diego Handshake student employment portal, entries into UCPath, etc., ensuring compliance with established University policies and procedures. Serve as the SIO Biology Section primary contact and resource for all Visiting Scholar, Visiting Research Scholar Intern, and Visiting Graduate Student appointment actions. Complete all required paperwork, conduct thorough review of documentation, enter appointment and other information into campus systems (i.e. Research Scholar Appointment System (RSAS), VGS Database, UCPath, etc.), and communicate regularly with appointees and PI sponsors.

Responsible for processing visas associated with visiting titles and submissions into the campus International Scholar Dossier (ISD) system. Follow appropriate procedures in a timely manner to obtain visas, and for processing extensions and changes. Keep up-to-date with current and changing immigration laws in order to serve as a section resource. Provide superb customer service in a fast-paced office, answering questions and resolving problems. Perform general HR support such as: monitoring mandatory training compliance; daily management and maintenance of affiliate accounts; request UCSD email accounts for visitors and work email accounts for casual-restricted students; update SIO Personnel Database; create and maintain accurate spreadsheets; create standard and unique reports for a variety of purposes including record-keeping, statistical information, and historical actions; create and maintain various paper and electronic files; update Section email and building aliases; assist with online on-boarding of various personnel categories; maintain multiple bulletin boards; assist with SIO Biology Section events; run errands by walking and/or driving a University vehicle; ensure casual-restricted appointees and visitors, supervisors, and PI's are aware of safety training requirements and compliance to the Injury and Illness Prevention Program (IIPP) and Lab Safety; provide administrative support to SIO Biology Section HR team, and work on special projects and tasks as needed. Perform as back-up for processing volunteer appointments and actions.

QUALIFICATIONS

• Knowledge of human resources administration. Prior experience in employment processes; experience implementing policies and procedures as they relate to areas of human resources.

• Knowledge of and demonstrated experience with various visa types and related restrictions on employment. Knowledge of immigration/visa regulations. Ability to understand, analyze, interpret, and recommend actions for foreign employment. Ability to convey information to personnel with potentially limited language and cultural comprehension.

• Experience in the preparation and processing of visa applications and ability to process detailed documents accurately. Skills to research emerging and new federal regulations regarding visa status and changes in status for visitors and their dependents extensions of stay, travel outside of the US, etc. Familiarity with tax treaties. Ability to interpret University and INS visa, immigration and non-resident tax regulations related to employment.

• Demonstrated experience and strong skills in computer systems/business software (i.e. MS Office for Excel and Word). Proven experience and high level of skill in the creation and use of spreadsheets. Familiar with Docusign (in preparation, acting on, and managing). Excellent typing/word processing skills, including ability to recognize errors and make corrections.

• Experience with web-based applications, database entry, email, and calendaring systems. Experience with file sharing. Proficient in use of video platforms (such as Zoom) to conduct and participate in discussions and meetings. Demonstrated experience learning new systems and software.

• Demonstrated record management experience. Proven skill in establishing and maintaining accurate, organized records, files and filing system.

• Experience drafting letters, email templates, and other documents from scratch. Ability to effectively and independently compose, edit, and proofread letters, correspondence, instructions, and summary reports with clear and concise expression, proper grammar, style, format, and punctuation.

• Excellent communication skills, including written and oral, in person, and on the phone. Ability to express verbally, or in writing, one's position, plan of action, evaluation or interpretation in a professional, concise, and courteous manner.

• Strong organizational, time management, and multi-tasking skills for a large volume of work. Demonstrated ability to establish job priorities and meet deadlines with frequent interruptions and constantly changing priorities. Demonstrated strong attention to detail and accuracy in work in a fast-paced office environment.

• Strong analytical and problem-solving skills. Demonstrated skill to analyze, formulate solutions, and resolve problems. Ability to analyze and make recommendations based on various policy statements. Ability to appropriately apply policies and procedures.

• Must possess superb customer service skills, with experience in responding to requests in a timely manner.

• Self-motivation skills to take initiative, work independently, exercise good judgment, make decisions, originate documents and written work to meet specific University guidelines, and to independently follow tasks through to completion and to take ownership of work performance.

• Demonstrated strong interpersonal skills, including tact, diplomacy, sensitivity, and flexibility with the ability to effectively interact with a diverse group of faculty, students, staff, volunteers, and visitors.

• Demonstrated ability to maintain strict confidentiality and handle sensitive matters with discretion.

• Demonstrated ability to work independently and as a part of a collaborative team.

• Experience using general office machines, including copiers, and fax machines.

SPECIAL CONDITIONS

• Job offer is contingent upon satisfactory clearance based on Background Check results.

• Must be willing to work overtime as required to fulfill position responsibilities and to assist with meeting various deadlines, particularly during May/June and August/September.

• Valid California Driver's License preferred and may be subject to DMV records check.

Job offer is contingent on successful engagement in the UC COVID-19 Vaccination program (fully vaccinated with documented proof or approved exception/deferral).

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.