Administrative Assistant
The University of California, San Diego
About this position
Position Description
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 Managers and Directors, 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.
Qualifications
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. Develops and maintains budgets. Ability to coordinate complex tasks, budgeting, process invoices, and budgetary policies. Processing fiscal transactions. Experience with Oracle, Concur, UC Path and ServiceNow are a Plus