#137648 HR/Executive Assistant (Hybrid Work Arrangement)

DESCRIPTION

The Aiiso Yufeng Li Family Department of Chemical and Nano Engineering is the 6th and newest department in the Irwin and Joan Jacobs School of Engineering at the University of California San Diego. This is a young and vibrant interdisciplinary engineering department that provides an exciting and inclusive environment that promotes discovery and excellence in a wide range of engineering, scientific, entrepreneurial and professional areas with over 650 undergraduate students, 175 graduate students and 29 faculty. This department's interdisciplinary nature results in collaborations with undergraduates, graduates and faculty from many other disciplines within the Jacobs School of Engineering and across campus enabling us to create new and exciting research opportunities.

Under general supervision from the Department Business Officer and the HR Generalist/Manager, provides administrative support to the Business Office and Human Resources unit. Assist with the coordination of student employment, volunteer appointments, and visiting graduate appointments. Responsible for assigned payroll actions in the Payroll & Personnel System (PPS). Process bi-weekly payroll and serve as backup for staff monthly payroll.

Will also serve as the Executive Assistant to the Chair and will be responsible for the administration, organization, and management of the Chair's office which requires tact, diplomacy and discretion on a variety of complex and sensitive issues. This position monitors and handles the Chair's calendar and schedules appointments, attends committee and other meeting as requested by the Chair and compiles, prepares, and disburses meeting reports/minutes. This position will prepare travel plans and reconcile completed travel for the Chair. Prepares correspondence, presentations, and coordinates the Industrial Advisory Review Board meeting for the department.

Collaborate with staff as part of a team to provide support to the department's mission.

Exercise independent judgment and maintain confidential information. Demonstrated ability to assess problems, conduct appropriate research and follow-up and make recommendations for action.

Accuracy and confidentiality are key components to both functions.

• Work Schedule: hybrid - required to come to the office (La Jolla) a minimum of twice a week, more as needed during peak hiring times and events. Overtime may be required during peak deadline periods.

QUALIFICATIONS

• Experience with timekeeping and/or payroll systems.

• Experience with facilities administration within the department/office.

• Demonstrated executive administrative skills, including the ability to organize and prioritize tasks with strong use of initiative, sound judgment, independent thought, and precise attention to detail with a high level of professionalism.

• Strong analytical skills to recognize problems, present alternatives, implement solutions and follow through to ensure effective change.

• Experience with electronic filing systems. Ability to maintain and cross reference complex filings systems for rapid/easy retrieval by self or others.

• Ability to establish new processes/procedures for office operations when necessary, along with skill to perform work according to established protocols.

• Ability to maintain confidentiality and use discretion in handling sensitive matters. Exhibit tact, diplomacy, flexibility and courtesy in a professional manner.

• Ability to interpret and apply UC and university policies and procedures, university organization and administrative structure. Knowledge of organization, college and departmental formal and informal policies and procedures and understanding of variances to stated policies.

• Ability to resolve conflicts while encouraging and developing collaborative positive professional relationships.

• Strong demonstrated ability to work independently with a variety of computer platforms and software programs. Demonstrated willingness and ability to update and increase skills and knowledge to meet the needs of the business/department.

• Demonstrated PC-computer skills and well-versed with a variety of software packages for word processing, spreadsheets and database management (Word, Excel, Access, PowerPoint, etc).

• Excellent interpersonal skills, ability to work with a diverse group of people, communicate clearly and effectively on the telephone, e-mail and in person, demonstrating professionalism at all levels within and outside the University to promote positive relationships.

• Ability to accept changing priorities regularly and to perform duties not normally assigned to this position as needed or directed. Ability to work independently and in a team environment with modest supervision and to ability to exercise good judgment.

• Demonstrated organizational skills, with demonstrated experience in independently setting priorities to job functions to meet multiple deadlines and changing priorities to ensure smooth work flow. Skill to organize large volumes of material. Demonstrated ability to handle multiple tasks simultaneously requiring detail and accuracy, with frequent interruptions and fluctuating priorities.

• Excellent oral communication skills to communicate ideals and issues clearly, concisely and accurately to make recommendations, discuss problems, research and explain policies/procedures.

SPECIAL CONDITIONS

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

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.