UCSD Layoff from Career Appointment: Apply by 09/18/18 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor. Eligible Disability Counseling and Consulting services (DCC) or Special Selection clients should contact their Vocational Rehabilitation Counselor for assistance.
The UCSD Department of Cellular and Molecular Medicine (CMM) is one of two basic science units in the School of Medicine where world-class researchers study fundamental cellular processes and pathways using a variety of techniques from classical genetics and fluorescence microscopy to high-throughput genomics, systems biology, and crystallography. Our 36 faculty and over 200 postdoctoral scholars, graduate students, and research staff work on the cutting edge of biology, cutting across fields from basic biochemistry and genetics to genomics, systems biology and stem cell biology.
Within CMM, the Glycobiology Research and Training Center (GRTC) is an internationally recognized UC San Diego Organized Research Unit with an 18-year track record of facilitating and enhancing research, training and collaboration among UC San Diego faculty who study the molecular and cellular biology of glycans and their roles in health and disease. Under the supervision of the Glycobiology Research and Training Center (GRTC) Administrative Manager, incumbent is responsible for providing high-level executive assistant support for faculty, accounting, general office support and special projects in a dynamic research environment.
The Fiscal and Administrative Assistant is at the hub of GRTC activities and functions as the GRTC office manager. The incumbent will perform administrative support for faculty in the management of all aspects of faculty professional life: academic appointment, curriculum vitae, and related documents, schedule appointments, maintain animal and human subject protocols, travel arrangements and reimbursement, purchasing and managing lab academic personnel files. Incumbent will be the executive administrative assistant for one of the GRTC Co-Directors and the GRTC Administrative Program Manager, and provide general assistance to junior faculty, lab personnel, visitors, etc.
The incumbent will provide supervised fiscal support to the Program Manager, including fiscal management of extramural and other funds. Responsibilities include preparing grant applications (pre-award), monthly post-award reports and analysis, and transaction sampling. He/she participates in the audit and reconciliation of monthly operating ledgers and the use of appropriate methods to correct and resolve discrepancies, including payment resolution and the initiation of eNPETs, ePETs, encumbrance adjustments, budget adjustment journals and transfers of funds as needed.
The incumbent will assist department staff in preparation of online requisitions, marketplace orders, payment authorizations, entertainment reimbursements, and all travel processes. Finally, he/she will participate in general business operations, preparations and day-of activities for the annual symposium, and special projects.
This position requires flexibility and the performance of a wide range of duties requiring confidentiality, discretion, tact, diplomacy, decision-making skills and sound judgment.
Demonstrated experience providing high-level support for faculty and/or executives.
Proven experience coordinating multiple calendars including follow through with schedules and activities for faculty, to ensure smooth operation of office and laboratory.
Demonstrated skills to prioritize and pace multiple and complex responsibilities on several projects simultaneously, while meeting changing deadlines.
Proven ability to work independently and follow through on assignments with accuracy and attention to detail. Requires good problem solving skills and ability to exercise good judgment. Ability to independently gather information, follow up on projects, and solve problems creatively.
Excellent oral and written communication skills. Ability to communicate effectively in person, on the telephone, via fax and in writing with all levels of personnel (faculty, staff, students).
Solid writing skills to draft material and correspondence. Accurate typing skills, experience in transcribing dictated material including proper format for letters, manuscripts, contracts/grants, correct grammar usage, strong proofreading skills to correct and edit material.
Extensive computer experience (Mac preferred). Demonstrated strong computer skills with emphasis in Microsoft Office Suite, Acrobat reader, Acrobat professional.
Demonstrated skill in developing and maintaining accurate record management s
UC San Diego is an academic powerhouse and economic engine, recognized as one of the top 8 public universities by U.S. News and World Report. Innovation is central to who we are and what we do. Here, students learn that knowledge isn't just acquired in the classroom - life is their laboratory. UC San Diego's rich academic portfolio includes six undergraduate colleges, five academic divisions and five graduate and professional schools. The university's award-winning scholars are experts at the forefront of their fields with an impressive track record for achieving scientific, medical and technological breakthroughs.