Research Group Administrative Assistant - 140204

Under general supervision of the MPL Purchasing and Research Operations Support Manager, the Research Group Admin Assistant will independently be responsible for organization, analysis, and execution of executive level administrative support for Marine Physical Laboratory's Director, Deputy Director, faculty, academics, engineers and their professional staff and students located in MPL's Isaac's Hall location.

Additional responsibilities involve:

• Serve as liaison between Pt. Loma and the administrative offices as well as a liaison between Isaacs Hall and the SIO facilities management team for work orders and custodial services.

• Assist in coordinating the MPL Summer Internship program, including organizing luncheons and social events as needed.

• Independently responsible for complex group and foreign visitor travel arrangements including Concur requests and reconciliations, travel reimbursements, ships schedules/sea cruises, Field Safety Research Plans, business travel accident insurance, etc.

• Process all purchasing for Isaacs Hall academics and staff by credit card, Oracle, or PO when necessary.

• Coordinate complex shipping of oceanographic equipment and containers including coordinating with MPL foreign shipping personnel and SIO HAZMAT office and UCSD Logistics, HAZMAT specialists, UCSD export control office, American Cargo Service, and outside freight forwarders. Independently responsible for organizing and coordinating conferences, meetings, workshops. *Provide unit orientation for Visiting Scholars, volunteers and other employees and students located in Isaacs Hall. Serve as back-up to OAR, Spiess, Nierenberg, Ritter, and Vaughan Hall administrative offices during absences or periods of heavy workload.

• Experience coordinating meetings and special events including logistics: e.g. audio/video equipment, space scheduling, catering, etc.

• Working knowledge of procedures for domestic shipping and knowledge of procedures for foreign shipping. Knowledge of HAZMAT policies and procedures for hazardous materials shipping.

• Experience with complex travel administration. Demonstrated knowledge of federal, state, and private agency funding regulations (NSF, DOE, NASA, ONR, NOAA, etc.) as it relates to travel and purchasing.

• Knowledge of academic leave forms and leave policies and procedures.

• Knowledge of various visas including: business (B1), business waivers, TN, PR, and J and H scholar visas as applied to travel regulations, reimbursement and employment.

• Proven knowledge and experience with UC purchasing procedures: credit card purchasing, Oracle LVPO's, on-line ordering.

• Demonstrated experience coordinating a departmental internship program.

• Demonstrated ability to work with detailed information in an accurate manner within established deadlines.

• Skill in developing, implementing and maintaining record keeping and filing systems. Skill in effectively organizing computerized files and information.

• Ability to concentrate with frequent interruptions.

• Strong interpersonal skills needed to interact effectively with a wide variety of personalities and behavior patterns in person and on phone, exercising tact and diplomacy with emphasis on flexibility and professionalism and ability to act with discretion regarding sensitive and confidential matters.

• Proficient using a Macintosh, Mac operating system in a networked environment.

• Advanced experience using numerous computer systems, software and applications including Macs and MS Word, Excel, Acrobat, Mail.

• Proven ability to organize and prioritize work effectively with large volume and multiple responsibilities to meet deadlines and changing priorities and to make sound judgments and take initiative.

• Demonstrated experience and skill to work independently, identify problems, implement and recommend solutions, using good judgment.

• Proven ability to read, interpret and apply policies, rules and regulations.

• Ability to work well as a member of a team and to maintain communication with business office located off-campus. Ability to illicit and/or ascertain what information and details are needed and to communicate same to the appropriate MPL business office personnel. Ability to communicate information clearly and effectively both orally and in writing, in person and by phone.

• Position is expected to travel to campus and various off-site locations at least 5-10% of the time (1-2 times per week).

• Able to travel locally to on-site meetings and conferences and to other buildings at SIO La Jolla campus and Point Loma.

• Must be US Citizen or Permanent Resident to have access to primary MPL administrative offices.

• Job offer is contingent upon satisfactory clearance based on Background Check results.