UC San Diego is a renowned institution focused on research and education, and they are seeking a Fiscal & Administrative Assistant for their Earth Section. The role involves serving as the primary office contact and procurement coordinator for two research divisions, processing purchase orders and reimbursements, and providing administrative support to departmental personnel.
Responsibilities
- Serve as the primary office contact and procurement and reimbursement coordinator for two research divisions (IGPP & GRD) at SIO
- Responsible for processing all purchase orders, travel, P-Card reports and various reimbursements using Oracle and Concur
- Work with fund managers to ensure all appropriate documentations are received
- Inform departmental personnel of UCSD, Federal, State and divisional policies for purchasing, travel, P-Card and other policies pertaining to various reimbursements
- Responsible for planning various meetings, including event location, AV, catering, travel and hotel reservations
- Interact with public and faculty/staff personnel in person, Zoom and via telephone; provide answers to questions and/or refer to appropriate personnel
- Provide direct assistance to CAO and Division Directors related to daily departmental activities
- Maintain conference room calendar scheduling (five rooms) including maintenance and monitoring of AV equipment
- Provide assistance to on- and off-campus conference coordinators utilizing IGPP conference facilities
- Maintain inventory and control of building keys and building card keys
- Distribute department mail
- Provide daily administrative support to CAO, Directors and to other personnel as needed
Skills
- Experience processing travel documents including travel arrangements and travel reimbursements. Knowledge of and familiarity with travel policies and procedures and federal and state regulations related to domestic and international travel
- Experience using online systems: financial/purchasing/travel. Experience processing invoices, reimbursements, expense reconciliations; experience entering account codes. Experience collecting and submitting documentation for reconciliation and reimbursements
- Experience in meeting/event organization logistics and event coordination (or ability to learn) to include small conferences, seminars, symposium, or similar academic meetings
- Experience with meeting logistics such as room reservations, catering, speakers presentations, IT/AV, outreach and confirmation of speakers, arranging travel for speakers, reconciling travel expenses, and preparing simple budgets, monitoring expenses, and following polices related to expenses and reimbursements
- Strong computer skills and demonstrated experience with MS Excel, MS Word, databases, web browsers, and email software
- Skill in coordinating a range of administrative assignments by determining the time, place and sequence of actions to be taken to successfully meet deadlines
- Strong customer service skills. Ability to communicate in a helpful, pleasant, and informative manner to a wide variety of people, both in person and on the phone. Ability to handle customer service needs
- Communication skills to explain complex, detailed travel and reimbursement policies to faculty, staff, students and visitors. Experience explaining reimbursement and purchasing policies (or the ability to learn). The experience or ability to analyze/coordinate administrative policies and procedures along with ability to perform work according to established protocols
- Strong attention to detail and ability to accurately complete documents in a timely manner. Skill to organize and correlate information from a variety of sources
- Demonstrated organizational skills to work independently and proven initiative to implement and complete projects to meet deadlines in a timely and accurate manner, deal with changing priorities, work well under pressure, follow multiple tasks through completion, while effectively prioritizing high volume workload with frequent interruptions
- Demonstrated ability to function efficiently and productively as a team member with all the interpersonal skills required to build and maintain cooperative working relationships with a variety of individuals and campus units
- Experience using UCSD business systems, including Oracle and Concur for all procurement transactions
Company Overview
UC San Diego Extension is an online research university for community leaders and professionals. It was founded in 1966, and is headquartered in La Jolla, California, USA, with a workforce of 10001+ employees. Its website is https://extension.ucsd.edu/.
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