Departmental Faculty Assistant

University of California San Diego, CA
UCSD Layoff from Career Appointment: Apply by 07/16/18 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor. Eligible Disability Counseling and Consulting services (DCC) or Special Selection clients should contact their Vocational Rehabilitation Counselor for assistance.


The Computer Science and Engineering (CSE) department embodies the university's tradition of excellence as a world-class leader in computer science and engineering education and research. Ranked in the top 20 nationwide, the department is dedicated to research, education and overall excellence.

CSE has approximately 60+ faculty FTE, 20+ professional researchers, 45+ staff in career/casual titles, 300+ tutors, and 135+ TAs. There are approximately 1,800 undergraduate students enrolled in 4 majors, with annual enrollments of 27,000. The department has a graduate education program involving over 600 students (160 PhDs and 500 Master's).

Under general supervision of the Event Coordinator/Business Affairs Administrator, the Departmental Faculty Assistant provides high-level administrative and fiscal support for a subset of CSE ladder-rank faculty, researchers and lecturers (~20 individuals), with tasks in support of their departmental teaching activities.

Liaison between individuals and the department's Business, Academic, Student Affairs and Computing Support units, other UCSD offices and external agencies. Orient new faculty on relevant department administrative policies and procedures. Provide advice to individuals on resolution of administrative/operational problems.

The incumbent is responsible for a wide-variety of department administrative and organizational activities which may include: monitoring printing/copying equipment, supplies and maintenance; coordinating parcel delivery and shipments; planning departmental events; managing the scheduling of CSE conference rooms and resolving immediate on-site office and room requests.

* Occasional overtime and/or evenings/weekends may be required.

* Please submit a cover letter for a complete application.


* Demonstrated experience providing high-level administrative support in a large, complex organization, either in Academia or Industry.

* Strong interpersonal skills (verbal and written). Ability to communicate and interact effectively with faculty, staff, graduate students, visitors and the public using diplomacy, tact and flexibility in a variety of circumstances. Skill to effectively facilitate and resolve interpersonal staff conflicts.

* Knowledge, understanding and ability to analyze/coordinate policies and procedures as they relate to a variety of administrative functions, along with ability to perform work according to established protocols.

* Excellent demonstrated PC-computer skills and well versed with a variety of software packages for word processing, spreadsheets and database management (Word, Excel, Access, etc.).

* Knowledge of email systems as a primary form of communication. Accomplished skill at navigating the Internet for information retrieval. Ability to use all standard office equipment (fax, copy machines, printers, etc.).

* Ability to analyze complex situations and data, and develop clear and concise written/oral reports or recommendations, especially when no clear directives are provided and/or there are many possible solutions

* Ability to establish new procedures for faculty and department operations. Ability to analyze diverse needs, material and/or issues to facilitate ordering the elements into logical and organizational structural processes and procedures.

* Ability to follow written and oral instructions, as well as analyze material and make recommendations for a particular course of action when no clear directives are provided in existing documentation.

* Solid organizational skills, with ability to work independently and prioritize job functions to meet all deadlines, ensure smooth workflow and handle multiple tasks simultaneously. Ability to learn new material quickly and with a high degree of accuracy.

* Demonstrated ability to exercise good judgment for problem solving, analytical skills and ability to anticipate problems. Recommend solutions and implement action.

* Ability to give clear instructions and guidelines, analyze and provide feedback and evaluation. Ability to maintain a high level of confidentiality in all matters related to work.


* Job offer is contingent on a clear background check.

Upon hire, candidate must sign CANRA form acknowledging the requirement to report child abuse.

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The University of California is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, age, protected veteran status, gender identity or sexual orientation. For the complete University of California nondiscrimination and affirmative action policy see:

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