Faculty Assistant – 119920

UCSD Layoff from Career Appointment: Apply by 11/8/22 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 11/18/22. Eligible Special Selection clients should contact their Disability Counselor for assistance.

Chemistry and Biochemistry is one of the largest and most complex departments on campus. Our Department combines research on the most consequential and revelatory scientific areas with education aimed at building our future leaders and scientists. The department’s organization is divided among three major academic sections each with its own leadership representation under the Department Chair: Physical, Analytical & Environmental (PAE); Biochemistry & Biophysics (BB); and finally Synthesis, Materials and Chemical Biology (SMCB). The department is comprised of 75 ladder rank faculty, and additional 10 in various instructional titles and ~150 in academic research titles and postdoctoral scholars. The above academic community presents a plethora of diverse complex issues from Health Sciences Compensation Program agreements to adjuncts from national laboratories sharing negotiated employee patent agreements. The department is also comprised of 90 career staff; ~60 temporary or student staff, and 350 Master’s and Ph.D. students. Undergraduate students majoring in chemistry number greater than 1,700, and total undergraduate and graduate annual course enrollments exceed 23,000. The department currently has more than 120 awards from federal, state and private sources for approximately $20 million per annum in extramural funding and $46 million in total annual expenditures.

The Department of Chemistry and Biochemistry manages eight recharge facilities supporting national as well as UCSD-wide research endeavors in academe and industry: Nuclear Magnetic Resonance, Molecular Mass Spectrometry, Biomolecular and Proteomics Mass Spectroscopy, Inorganic Characterization Instrumentation, Protein Crystallography, Small Molecule X-Ray Crystallography, Fabrication Facility plus the on campus Chemistry Storehouse. In addition, we are home to two national research center grants. The department also manages three major NIH training grants, and one Department of Education training grant, which fund graduate and postdoctoral students across UCSD departments/disciplines as well as off campus research organizations.

This position provides high level administrative support for faculty members and their research groups (graduate/undergraduate students, postdoctoral fellows, project scientists) in the Department of Chemistry and Biochemistry. The ideal candidate will use initiative, resourcefulness and good judgment to handle a wide variety of administrative duties encompassing lab orders, travel, reimbursement, instructional support, preparation of research papers, multiple and complex calendars. Work with departmental Fund Managers in purchasing, travel, and preparation of contract and grant proposals. Independently manage a high volume of international visitors, coordinating all logistics including accommodations and reimbursement. Act as liaison between the faculty members and their research groups, the departmental business office and other on and off-campus organizations in matters concerning travel, shipping, purchasing, housing, catering, facilities, contracts and grants. Meet frequent and changing deadlines, interact with diverse individuals and perform multiple tasks/functions.

This position is primarily onsite, has the potential for a partially remote schedule.

• Must be willing to work overtime during peak periods.

• Experience keeping complex calendars and schedules.

• Ability to make foreign and domestic travel arrangements with the skill to research the most economical rates and prepare all travel-related forms for submission and reimbursement.

• Skill to independently plan conference and complex event activities; working knowledge of UC policies and procedures, facilities and resources, and ability to properly complete and submit required university forms.

• Experience with fund accounting and fiscal management. Experience with online fiscal platforms such as Oracle, Concur, MyPayment, and/or Cognos preferred.

• Excellent time management and organizational skills to manage multiple and/or diverse administrative responsibilities concurrently, including organizing work, setting and maintaining priorities, meeting deadlines, and meeting quality and quantity standards. Flexibility in dealing with people and competing demands. Ability to work with frequent interruptions.

• Demonstrated ability to communicate with a high degree of tact diplomacy, professionalism and flexibility in interacting with high level administrators and international members of the scientific, academic and/or scientific community. Ability to communicate effectively one-on-one or in group settings, taking into account differences in social, cultural, professional, and educational backgrounds.

• Strong customer service orientation: ability to communicate clearly and logically to make recommendations, discuss problems, and research and explain policies/ procedures.

• Skill to use basic mathematical skills and manipulate complex formulas in various spreadsheet programs to produce accurate projections of funding support in various categories.

• Skill in planning, designing and organizing electronic and traditional filing systems and recording procedures to independently follow up on status of pending issues.

• Skill to operate a personal computer and demonstrated knowledge of databases, general computer applications, and programs including Microsoft Suite, Google Suite, Zoom, and MSTeams. Willingness and ability to update and increase computer skills and knowledge as needed.

• Self-direction and flexibility in work routine to accommodate fluctuating workflows and variability of on-line systems. Ability to work independently and resourcefully with minimal supervision; ability to make well-reasoned decisions based on policies, procedures, and excellent personal judgment

• Background Check required.

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

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