#118873 Faculty Assistant

DESCRIPTION

Provide administrative support to the Controls & Dynamics Group consisting of 15+ ladder rank faculty and various adjunct faculty, researchers, and lecturers, in the Department of Mechanical & Aerospace Engineering, who are involved in theoretical, experimental and academic research. Coordinate/support the unit in all activities which are part of a complex engineering/scientific department.

Duties include organizing meetings, conferences and seminars, preparation and transmittal of correspondence to professional societies and journals and word processing of documents which contain equations, figures, tables, and scientific and technical terminology requiring the use of specific software. Assist in the preparation of grant applications/reports, correspondence, letters of recommendation, updating current and pending support, maintaining faculty bibliographies, support of journal editorship duties, managing the allocation and expenditure of various funding sources, and technical manuscript production. Maintain calendars as required by individual members of the group. Act as liaison between the faculty members and other on- and off-campus organizations in matters concerning event planning, travel, shipping, purchasing, catering, facilities, and contracts and grants. Provide administrative/secretarial support for the instructional program by word processing course materials, copying, maintaining files, distributing exams per confidentiality policy, ordering AV equipment, and interacting with faculty and students.

Order supplies and be aware of needs for copier, fax or printer maintenance. Initiate on-line transactions related to travel, reimbursements, Procurement Card reports, non-PO reimbursements and purchase requisitions. Make arrangements for visitors and ensure that proper paperwork and information is provided. Utilize computer skills to prepare documents and maintain data. Interact and work with the department Business and Academic Personnel Offices as part of a team to provide support to the department's mission. Execute duties with tact, discretion and a high degree of independent judgment.

QUALIFICATIONS

• Demonstrated knowledge, understanding and ability to coordinate work within policies and procedures as they relate to a variety of administrative functions. Ability to perform work according to established protocols.

• Strong organizational skills, with experience in independently setting priorities to job functions to meet multiple deadlines and changing priorities, and to ensure smooth workflow. Skill to organize large volumes of material.

• Excellent interpersonal skills. Ability to work with a diverse group of people, communicate clearly and effectively on the telephone, e-mail and in person. Demonstrate tact and diplomacy with all constituents at all levels to promote positive relationships.

• Superior grammar/language skills, both verbal and written. Demonstrated knowledge of correct grammar, punctuation and spelling, with ability to compose correspondence, edit technical papers for formatting and grammar, and proofread all work.

• Ability to resolve conflict while maintaining a professional relationship.

• Proven ability to independently schedule, arrange and coordinate seminars/meetings/special events with national and international scientific participants and to create/maintain effective marketing material such as flyers, newsletters, and websites.

• Ability to make foreign and domestic travel arrangements with the skill to research the most economic rates and prepare all travel-related forms for submission and reimbursement.

• Knowledge of web editing tools.

• Excellent oral communication skills to communicate ideas and issues clearly, concisely and accurately to make recommendations, discuss problems, research and explain policies/procedures.

• Proficient skill in the use of PC systems to complete tasks, including word processing, spreadsheets and equation software. Ability to use the Internet search tools for information retrieval.

• Proven ability to independently perform a variety of accurate financial calculations using basic arithmetic functions including addition, subtraction, multiplication, division, percentages, ratios, etc.

• Strong ability to work independently with a variety of computer platforms and software programs. Ability to self-teach, and to read and comprehend computer manuals. Willingness and ability to update and increase skills and knowledge in this area to meet the needs of business.

SPECIAL CONDITIONS

• Background check is required.

Job offer is contingent on successful engagement in the UC COVID-19 Vaccination program (fully vaccinated with documented proof or approved exception/deferral).

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