Office Assistant

DEPARTMENT OVERVIEW:

Calit2 is one of four institutes launched in December 2000 through the California Institutes for Science and Innovation. It is an experiment in inventing the collaborative research environment for the digital future. The UCSD Division's mission is to harness information technologies and telecommunications to improve the competitiveness of the California economy and to benefit society. Multidisciplinary teams composed of faculty, researchers, staff and students in the sciences, engineering and the arts conduct projects that involve a variety of advanced visualization venues and technologies to display, analyze and communicate information.

POSITION OVERVIEW:

Under general supervision of the Human Resources Manager, incumbent will provide reception, administrative, timekeeping, and fiscal support the Qualcomm Institute. Serve as front desk reception and perform related front office duties such as managing incoming and outgoing mail and deliveries and room reservations. Serve as primary timekeeper for Institute. Serves as initial contact for building access requests, email listservs, and key requests. Maintains building access database. Serve as primary fiscal coordinator, preparing travel arrangements, processing reimbursements and purchasing requests for Q academics, staff and students. Provide miscellaneous administrative support as needed.

QUALIFICATIONS
  • Prior administrative experience in a business office setting.

  • Proven ability to finalize correspondence, business letters, summaries, and reports; type and enter data with reasonable speed and accuracy; edit and proofread final products for grammar, spelling, punctuation and typographical errors.

  • Experience using standard office machines, including fax, photocopier, calculator, and computer and computer applications such as Office, GMail and other Google applications.

  • Demonstrated math skills to process payments, travel, reimbursements and other transactions. Ability to keep accurate, orderly files and records.

  • Strong organizational skills/ability to work independently, prioritize tasks, organize time efficiently, judge information, and meet deadlines and to initiate and track routine independent short and long range projects to completion.

  • Ability to understand and follow directions to adhere to policies and procedures as related to administrative duties. Ability to follow University procedures and prepare all necessary tracking/request forms (i.e. entertainment and travel reconciliation, telecommunications requests, purchase orders, etc.).

  • Ability to present a positive impression while interacting professionally with a diverse population (e.g. faculty, staff, students, industry representatives, etc.).

  • Ability to work efficiently as a team member and foster positive relationships with co-workers and clients.

  • Strong verbal and written communications skills.

  • Experience and ability to be flexible, adapt, and incorporate new ways of approaching a task. Demonstrated skill to analyze, formulate solutions, and resolve problems.

  • Attention to detail with ability to recognize errors and initiate corrections. Ability to multitask and meet competing deadlines and priorities.