UCSD Layoff from Career Appointment: Apply by 11/13/2019 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 11/22/2019. 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.

The mission of the newly founded Data Science Institute is to advance the scientific foundations for this exciting new field, and to support education and training of students who will be the new leaders in this area. Digital data have emerged as central to addressing critical societal needs and enhancing the quality of life in the coming decades. Data science touches virtually all aspects of life on our planet. At the campus level, UC San Diego already has tremendous strength in this area, ranging across all segments of the university. For this reason, the Institute has been established as an independent unit that works collaboratively with schools, divisions, departments, centers, and faculty and students across the entire campus.

The Institute is managed by a Faculty Director, who reports to an Oversight Committee chaired by the Chancellor. The Institute will be the administrative home for the newly established undergraduate B.S. major and minor in Data Science, and will work with departments and the Academic Senate to create additional graduate programs in data science. The institute will support collaborations between researchers across campus and will also provide critical resources to support innovation in data science. HDSI also collaborates and supports industry partners through membership programs as sponsored student scholarship programs.

The Halicioglu Data Science Institute Administrative Assistant provides support to the Institute Director and Chief Operating Officer for special projects and initiatives. Under the general supervision of HDSI's Chief Administrative Officer, manage and/or perform administrative responsibilities to include: administrative support to the executive team, business office management and administration, financial tracking and administration, industry partner support, and event management. This position also provides administrative support for faculty and visiting scholars. S/he will make logistical arrangements for faculty to attend conferences; processes general, entertainment and travel reimbursements; purchases needed items; arranges meetings, proofs and edits documents, creates spreadsheets and documents, and provides other related administrative support. S/he will also arrange travel for visiting faculty and guests.

The incumbent will provide administrative/secretarial support for the instructional program by word processing course materials, copying, maintaining files, distributing exams per confidentiality policy, ordering AV equipment, and interacting with faculty and students. S/he will order supplies and is aware of needs for the copier, fax or printer maintenance. This position manages a high volume of communications and requires a great degree of independent judgment and discretion. Under the supervision of the HDSI CAO, s/he will create policies and procedures to support initiatives as well as daily operations.

The incumbent will also perform and /or oversee special projects or assignments that are sensitive or complex in nature, requiring a level of independence and initiative in execution and implementation, as well as handle details and oversee work of a confidential and critical nature to support the executive team on matters of significance.

• Must be able to work occasional overtime and weekends.

• Please submit a cover letter for a complete application.

• A minimum of two (2+) or more years of office administrative experience in a higher education setting; proven experience in a customer service driven service organization.

• Experience processing financial documents using guidelines, monitoring expense receipts for policy compliance for reimbursement and to meet policy requirements. Experience explaining organizational guidelines to those submitting receipts for reimbursement.

• Demonstrated experience searching for documentation to support reimbursement requests; collecting and submitting documentation for reconciliation and reimbursements.

• Experience interacting with guest speakers and others who may be unresponsive to requests for information such as bios, presentation materials, etc; ability to communicate diplomatically and respond with flexibility considering event time frame, logistics prep time, etc.

• Experience making travel itineraries, travel arrangements with multiple cities, domestically and internationally. Experience rescheduling/changing travel itineraries, experience with pre-payment of travel expenses, and experience reconciling travel expenses.

• Strong organizational skills and ability to multi-task with demanding timeframes. Experience in planning, organizing, and prioritizing day-to-day operations, and in handling variety of tasks and duties when there are changes in workload, changes in assignments, and pressures of deadlines.

• Proven ability to work with last-minute issues and changes in speakers, presentation materials, vendor issues etc in a calm, effective manner. Experience working in fast-paced, flexible, startup-like environment while working within university guidelines and policies.

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