#123206 Administrative Support Assistant

DESCRIPTION

The UCSD Mathematics Department is a dynamic unit with 67 faculty, approximately 30 additional non-FTEs in various instructional and research titles. These academics work on a broad range research funded from a diverse range of federal, state and private agencies. The department is comprised of 23 career staff, and 190 Master's and Ph.D. students. All working together to generate high caliber research in a broad range of fields and provides an outstanding graduate program that attracts top-ranked students who contribute to the department’s academic reputation. The department maintains a large undergraduate course of study that prepares pure and applied majors (over 2400) in Mathematics, as well as 57 other majors across the campus, with the strong fundamental background in mathematics needed to succeed in a variety of career options. The faculty are engaged in a vigorous research program with an average of 72 active awards in many interdisciplinary areas totaling approximately $20M/Yr. and an instructional program that enrolls approximately 40,000 graduates and undergraduates per year. As the fundamental language of science, Mathematics is an essential intellectual tool required by a trained workforce to create the technological advances of the future. The department is the home to the The Center for Computational Mathematics (CCoM) that consist of a broad and diverse group of faculty, researchers, and students, who share a common interest in the mathematical aspects of computation and the Director of the Mathematics Diagnostic Testing Project an intersegmental education project in California.

Under the direction of the AP/HR Manager and MSO, this position assists with tasks related to UCPath entities, timekeeping, and administrative support for multiple areas in the Department of Mathematics.

The position will assist in the onboarding process for graduate and undergraduate students. Provides administrative support for events, faculty letters of recommendations, and summer salary UCPath entries. Represent the Department of Mathematics on campus-based committees.

Provide assistance to faculty and department administrative staff and management on special projects. Serves as liaison between the Department of Mathematics and various departments such as Travel, Marketplace, Central Cashiers, Gifts Processing, and other central campus units.

Assist with timekeeping for undergraduate and graduate student employees.

Must be able to work overtime when necessary.

QUALIFICATIONS

• Advanced knowledge of policies and procedures relating to budgeting, tracking, reconciliation, auditing, and purchasing related to travel.

• Excellent computer skills including Microsoft Word, Excel, PowerPoint; Google Docs, Sheets, Forms, Sites; and email programs. Demonstrated ability to learn and effectively use computerized systems.

• Strong knowledge of financial data management and reporting systems. Ability to learn and become proficient with University and Department systems such as UCPath, EcoTime, Blink Grad Division Financial Support Tools.

• Proven ability to independently analyze complex problems, research complex issues, draw appropriate conclusions, and develop and implement innovative solutions.

• Ability to prioritize tasks. Demonstrated ability to self-motivate, to independently follow tasks through to completion and to take ownership of work performance.

• Proven skill in promoting harmonious working relationships and working in a team environment in conjunction with Principles of Community.

• Demonstrated ability to work independently, take ownership of work performance, follow through on assignments, and anticipate, identify, and analyze problems and resolve or recommend course of action for resolution as appropriate.

• Strong interpersonal skills, analytical skills, service orientation, active listening, critical thinking, attention to detail, ability to multi-task in a high volume environment, organizational skills, effective verbal and written communication skills, sound judgment and decision making. Strong analytical skills utilizing statistical and qualitative data analysis to identify problems and develop innovative recommendations without benefit of precedent.

• Ability to function effectively as a member of a team. Demonstrated understanding of the importance of ensuring an equitable, inclusive, and diverse working environment, with the ability to work as part of a diverse and collaborative team. Ability to work in a cross-functional team role. Demonstrated competency and commitment to equity, diversity, and inclusion.

• Ability to maintain the confidentiality required by law for student grades, financial information, etc. as well as the confidentiality of department business.

• Superior communication skills to effectively and professionally communicate one-on-one or in group settings, taking into account differences in social, cultural, professional, and educational backgrounds. Ability to meet in person and remotely via Zoom, MS Teams, Slack, etc.

• Willingness and demonstrated ability to embrace and consistently uphold the principles of community for a collaborative work environment.

• Willingness and demonstrated ability to embrace and consistently uphold the principles of community for a collaborative work environment.

• Willingness and demonstrated ability to embrace and consistently uphold the principles of community for a collaborative work environment.

SPECIAL CONDITIONS

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

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

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/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.