Administrative Assistant - TP141846

UC San Diego; San Diego (CA); On-site; USD 43,000 - 47,000; Full time

Benefits offered by this job

Medical coverage

Paid vacation & sick time

Paid holidays

Training and development opportunities

Full-medical insurance

Job summary

UC San Diego in La Jolla, CA seeks an Administrative Assistant through UCSD Temporary Employment Services to support leadership with complex calendars, travel, reimbursements, and meeting logistics. The role involves budgeting, coordinating travel, processing invoices, and assisting faculty and lab staff in a fast-paced environment.

Primary duties include managing calendars, arranging domestic and international travel, preparing materials, and coordinating meetings while ensuring accuracy and

Qualifications

• Demonstrated experience managing multiple complex calendars.
• Proven experience with domestic and international travel arrangements.
• Strong organizational skills with attention to detail and prioritization.
• Proficiency with MS Word, Excel, PowerPoint, and email/desk applications.
• Experience with budgeting, invoicing, reimbursements, and vendors.

Responsibilities

• Calendaring for multiple Managers and Directors, coordinating meetings.
• Coordinate domestic and international travel and reimbursements.
• Prepare meeting materials and manage budgets and purchases.
• Support faculty and lab staff; interact with senior leaders and stakeholders.

Skills

Calendar management

Travel coordination

Budgeting & reimbursements

MS Word/Excel/PowerPoint

Outlook & Google Calendar

Concur travel system

Purchasing & vendors

Tools

Oracle for Purchasing

Concur

UC Path

ServiceNow

Job description

Position available through UCSD Temporary Employment Services (TES). Employment through TES is an excellent way to gain valuable UCSD experience and get your foot in the door for career positions. Temporary positions may lead to long term career opportunities. TES employment includes medical coverage, paid vacation & sick time, paid holidays, as well as training and development opportunities!

TES has current openings for a variety of Administrative positions. Most positions are full-time, Monday through Friday between 8:00am and 5:00pm, although part-time positions are sometimes available. Candidates interested in being considered for upcoming openings should submit their applications to this job posting.

Full responsibilities and pay will vary depending on the level and classification of the position. Pay ranges will typically be in the $30.89-$34.62 / hour range though higher paying positions may sometimes be available.

Duration: Assignments typically run for approximately 3-6 months.

Compensation: $30.89-$34.62 per hour depending on experience. Eligible for paid holidays and vacation/sick leave. Full-medical insurance also available.

Work Schedule: Monday-Friday 8am to 4:30pm

Location: On-Site - On campus in La Jolla.

DESCRIPTION

UC San Diego has a consistent need for talented Administrative Assistants to support leadership across the University to include the areas of Academic/Student Affairs, Health, Operations, Financial Services, Communications, Research, Advancement, etc. Primary responsibilities will include managing complex calendars for multiple Managers and Directors, coordinating domestic and international travel, tracking expenses, and processing reimbursements. The Administrative Assistant will also coordinate meetings and prepare meeting materials. Will serve as a key resource to their department, interacting with senior leaders, faculty, staff, students, and community and governmental organizations.

QUALIFICATIONS

• Demonstrated experience managing multiple complex calendars

• Proven experience with domestic and international travel arrangements, including coordinating with travel agencies to fulfill required travel agendas, researching and utilizing most effective and economical options, and coordinating reimbursement procedures.

• High-level organizational skills, ability to multi-task, extremely strong attention to detail, and the ability to prioritize and follow through on assignments in a timely, proactive, and responsive manner.

• Proficiency with MS Word, Access, Excel, PowerPoint, Internet Explorer, Adobe Acrobat, and various email, database and desktop publishing programs.

• Strong typing/word processing skills to prepare correspondence, reports, and spreadsheets.

• Extensive experience in the planning, coordination, and execution of various types and sizes of meetings and events, including skill and experience in working within a budget; negotiating with vendors and service providers to secure venues and catering options.

• Experience with Oracle for Purchasing

• Demonstrated experience with purchasing practices and procedures including contacting vendors, obtaining and negotiating prices preferred can train.

• Ability to operate personal computers including word processing, spreadsheets, databases, graphics, and scheduling programs. Experience with Macintosh and Windows format and environmentExperience in coordinating travel arrangements including preparing travel vouchers and other procedures using Concur, Excel, Ability to use spreadsheets, slides, figure and table preparation, back-up, scheduling, and database programs, and equipment.

• Ability to learn new software programs and apply what is learned.

• Demonstrated ability to organize and schedule complex calendar on Outlook and Google Calendar, TEAMS, Zoom meetings. Required Word, Adobe and MS Office

• Day to Day Primary Duties: Calendaring, Zoom meetings, Travel, Reimbursements, purchasing lab supplies, tracking orders. Support to faculty, Lab employees.

• Develops and maintains budgets. Ability to coordinate complex tasks, budgeting, process invoices, and budgetary policies. Processing fiscal transactions.

• Experience with Oracle, Concur, UC Path and ServiceNow are a Plus

SPECIAL CONDITIONS

• Background and Reference checks required

Pay Transparency Act

Annual Full Pay Range: $64,498 - $92,436 (will be prorated if the appointment percentage is less than 100%)

Hourly Equivalent: $30.89 - $44.27

Factors in determining the appropriate compensation for a role include experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. The Hiring Pay Scale referenced in the job posting is the budgeted salary or hourly range that the University reasonably expects to pay for this position. The Annual Full Pay Range may be broader than what the University anticipates to pay for this position, based on internal equity, budget, and collective bargaining agreements (when applicable).