UC San Diego
HR/Executive Assistant (Hybrid Work Arrangement) - 137648
UC San Diego, San Diego, California, United States, 92189
HYBRID WORK ARRANGEMENT
Hybrid – required to come to the office in La Jolla at least twice a week, more as needed during peak hiring times and events. Overtime may be required during peak deadline periods.
DESCRIPTION The Aiiso Yufeng Li Family Department of Chemical and Nano Engineering is the sixth and newest department in the Irwin and Joan Jacobs School of Engineering at the University of California San Diego. This young, vibrant, interdisciplinary department provides an exciting and inclusive environment that promotes discovery and excellence across engineering, science, entrepreneurship, and professional fields. It has over 650 undergraduate students, 175 graduate students and 29 faculty members, and collaborates with students, faculty and staff from many other disciplines within the Jacobs School of Engineering and across campus to create new research opportunities.
Under general supervision from the Department Business Officer and the HR Generalist/Manager, the Executive Assistant will provide administrative support to the Business Office and Human Resources unit. Responsibilities include: coordination of student employment, volunteer appointments and visiting graduate appointments; handling assigned payroll actions in the Payroll & Personnel System (PPS) and processing bi‑weekly payroll; serving as a backup for staff monthly payroll; and serving as the Executive Assistant to the Chair. The role requires managing the Chair’s office, handling the calendar, scheduling appointments, attending meetings, preparing minutes, arranging travel plans, reconciling travel expenses and preparing correspondences and presentations. The Executive Assistant will also coordinate the Industrial Advisory Review Board meetings for the department and collaborate within the team to support the department’s mission.
Key qualities include the ability to exercise independent judgment, maintain confidentiality, assess problems, conduct research, make recommendations, and handle complex and sensitive issues with tact, diplomacy and discretion. Accuracy and confidentiality are essential to both functions.
QUALIFICATIONS
Experience with timekeeping and/or payroll systems.
Experience with facilities administration within the department or office.
Demonstrated executive administrative skills, strong initiative, sound judgment, independent thought and meticulous attention to detail.
Strong analytical skills, problem recognition, solution proposal and follow‑through.
Experience with electronic filing systems and ability to maintain and cross‑reference complex filing structures for rapid retrieval.
Ability to establish and implement new processes and procedures for office operations.
Maintaining confidentiality and exercising discretion with sensitive matters; exhibiting tact, diplomacy, flexibility and courtesy.
Knowledge of UC and university policies, procedures and organizational structure; understanding of variances to stated policies.
Conflict resolution skills and building collaborative professional relationships.
Strong independent work ability across a variety of computer platforms and software programs; willingness to learn and adapt.
PC computer proficiency with Word, Excel, Access, PowerPoint and other packages.
Excellent interpersonal skills, effective communication via telephone, e‑mail, and in person, demonstrating professionalism at all levels.
Adaptability to changing priorities and ability to perform duties not normally assigned to this position.
Organizational skills; experience setting priorities to meet multiple deadlines and changing priorities; ability to handle large volumes of material and multiple simultaneous tasks with accuracy.
Excellent oral communication skills for clear, concise recommendations and policy explanations.
SPECIAL CONDITIONS
Job offer is contingent upon satisfactory clearance based on a background check.
PAY TRANSPARENCY ACT Annual Full Pay Range: $61,429 – $88,030 (prorated if the appointment percentage is less than 100%).
Hourly Equivalent: $29.42 – $42.16.
Compensation is determined by experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. The hiring pay scale referenced is the budgeted salary or hourly range the University reasonably expects to pay for this position. The annual full range may be broader than anticipated based on internal equity, budget, and collective bargaining agreements (when applicable).
Submission of a cover letter along with a resume is required for consideration.
EQUITY, DIVERSITY AND INCLUSION If employed by the University of California, you will be required to comply with our Policy on Vaccination Programs and related public health directives.
UC San Diego strives to cultivate a rich and diverse environment that is inclusive and supportive of all students, faculty, staff, and visitors. The University of California is an equal‑opportunity employer and affirms commitment to anti‑discrimination and harassment policies.
For more information, please visit UC San Diego Principles of Community and the University of California Anti‑Discrimination policy documentation.
#J-18808-Ljbffr
DESCRIPTION The Aiiso Yufeng Li Family Department of Chemical and Nano Engineering is the sixth and newest department in the Irwin and Joan Jacobs School of Engineering at the University of California San Diego. This young, vibrant, interdisciplinary department provides an exciting and inclusive environment that promotes discovery and excellence across engineering, science, entrepreneurship, and professional fields. It has over 650 undergraduate students, 175 graduate students and 29 faculty members, and collaborates with students, faculty and staff from many other disciplines within the Jacobs School of Engineering and across campus to create new research opportunities.
Under general supervision from the Department Business Officer and the HR Generalist/Manager, the Executive Assistant will provide administrative support to the Business Office and Human Resources unit. Responsibilities include: coordination of student employment, volunteer appointments and visiting graduate appointments; handling assigned payroll actions in the Payroll & Personnel System (PPS) and processing bi‑weekly payroll; serving as a backup for staff monthly payroll; and serving as the Executive Assistant to the Chair. The role requires managing the Chair’s office, handling the calendar, scheduling appointments, attending meetings, preparing minutes, arranging travel plans, reconciling travel expenses and preparing correspondences and presentations. The Executive Assistant will also coordinate the Industrial Advisory Review Board meetings for the department and collaborate within the team to support the department’s mission.
Key qualities include the ability to exercise independent judgment, maintain confidentiality, assess problems, conduct research, make recommendations, and handle complex and sensitive issues with tact, diplomacy and discretion. Accuracy and confidentiality are essential to both functions.
QUALIFICATIONS
Experience with timekeeping and/or payroll systems.
Experience with facilities administration within the department or office.
Demonstrated executive administrative skills, strong initiative, sound judgment, independent thought and meticulous attention to detail.
Strong analytical skills, problem recognition, solution proposal and follow‑through.
Experience with electronic filing systems and ability to maintain and cross‑reference complex filing structures for rapid retrieval.
Ability to establish and implement new processes and procedures for office operations.
Maintaining confidentiality and exercising discretion with sensitive matters; exhibiting tact, diplomacy, flexibility and courtesy.
Knowledge of UC and university policies, procedures and organizational structure; understanding of variances to stated policies.
Conflict resolution skills and building collaborative professional relationships.
Strong independent work ability across a variety of computer platforms and software programs; willingness to learn and adapt.
PC computer proficiency with Word, Excel, Access, PowerPoint and other packages.
Excellent interpersonal skills, effective communication via telephone, e‑mail, and in person, demonstrating professionalism at all levels.
Adaptability to changing priorities and ability to perform duties not normally assigned to this position.
Organizational skills; experience setting priorities to meet multiple deadlines and changing priorities; ability to handle large volumes of material and multiple simultaneous tasks with accuracy.
Excellent oral communication skills for clear, concise recommendations and policy explanations.
SPECIAL CONDITIONS
Job offer is contingent upon satisfactory clearance based on a background check.
PAY TRANSPARENCY ACT Annual Full Pay Range: $61,429 – $88,030 (prorated if the appointment percentage is less than 100%).
Hourly Equivalent: $29.42 – $42.16.
Compensation is determined by experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. The hiring pay scale referenced is the budgeted salary or hourly range the University reasonably expects to pay for this position. The annual full range may be broader than anticipated based on internal equity, budget, and collective bargaining agreements (when applicable).
Submission of a cover letter along with a resume is required for consideration.
EQUITY, DIVERSITY AND INCLUSION If employed by the University of California, you will be required to comply with our Policy on Vaccination Programs and related public health directives.
UC San Diego strives to cultivate a rich and diverse environment that is inclusive and supportive of all students, faculty, staff, and visitors. The University of California is an equal‑opportunity employer and affirms commitment to anti‑discrimination and harassment policies.
For more information, please visit UC San Diego Principles of Community and the University of California Anti‑Discrimination policy documentation.
#J-18808-Ljbffr