#99005 Administrative Assistant

La Jolla, CA
Apr 17, 2019
Institution Type
Four-Year Institution

UCSD Layoff from Career Appointment: Apply by 04/17/19 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 04/29/19. Eligible Special Selection clients should contact their Disability Counselor for assistance.

UC San Diego career employees who have passed their trial period will have priority consideration for this position. Recruiters will begin to refer qualified internal applicants after the first 7 days of the job posting. Qualified external applicants may be referred to the hiring department, if a qualified pool of internal candidates is not identified and upon the request of the hiring manager.


Under general supervision of the Director of the Conflict of Interest Office, the Administrative Assistant is responsible for the primary organization and management of complex calendars for the Directors of the Conflict of Interest Office and the Export Control Office.

The Administrative Assistant will demonstrate the highest level of professionalism, attention to detail, prioritization, sound judgment and customer service. The incumbent will provide the full scope of high level administrative office support such as scheduling and coordination of complex meetings and events, making catering arrangements, independently coordinating travel arrangements and itineraries, and processing of reimbursements.

The incumbent will assist COI and Export Control staff with preparation and composition of reports, documents, letters, presentations, newsletters, videos and other marketing materials. Also responsible for maintaining multiple email inboxes, electronic and paper filing system, tracking and processing forms, and assisting in the review and testing of electronic solutions.

In addition, the incumbent will serve as the front office liaison for the Conflict of Interest Office and the Export Control Office.

  • Proven administrative assistant experience in an executive office environment providing administrative support for senior administrators.

  • Demonstrated experience to schedules and meetings. Experience making travel arrangements and processing expense reimbursements.

  • Skill to compose, proofread, edit and finalize correspondence, memos, and reports. Type with reasonable speed and accuracy. Knowledge of proper format/styles for correspondence, forms and other documents. Knowledge of correct English grammar, spelling, punctuation, and usage.

  • Ability to communicate clearly, effectively and professionally. Solid interpersonal skills, including exercising tact, poise, mature judgment, diplomacy, and flexibility to promote positive working relationships and job effectiveness.

  • Skill in independently researching, compiling, organizing, interpreting and selecting data and materials from various sources. Skill to organize data into forms that are easily understood and logical.

  • Strong ability to work accurately with detail and assist in the preparation and review of a large volume work rapidly and with precision under deadline pressure and variable time lines.

  • Demonstrated skill and experience in developing content and maintaining websites.

  • Proven ability to determine and locate sources of information, gather resulting information, review data, recommend alternatives, resolve problems and make decisions.

  • Experience with or ability to learn to use specialized systems such as Coeus, Cognos, HRPP, Visual Compliance and JIRA.

  • Experience in utilizing good judgment and discretion when working with variety of sensitive issues or highly confidential information. Ability to maintain strict confidentiality.

  • Job offer is contingent upon a satisfactory clearance based on background check results.

U.S. person status is required for this position in order to comply with the Arms Export Control and Export Administration Act. U.S. persons are U.S. citizens, legal permanent residents as defined by 8 U.S.C. 1101(a)(20) or protected individuals as defined by 8 U.S.C. 1324b(a)(3).

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