Business Office Assistant

University of California-San Diego
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The Department of Mechanical and Aerospace Engineering is in the Irwin and Joan Jacobs School of Engineering at the University of California, San Diego. It is a large interdisciplinary engineering department that provides an exciting and inclusive environment that promotes discovery and excellence in a wide range of engineering, scientific, entrepreneurial and professional areas with over 1,000 undergraduate students, 400 graduate students and 45+ faculty.

Under general supervision, provide administrative support to the Fiscal and Human Resources units in Mechanical & Aerospace Engineering, a complex engineering/scientific department.

HR support includes administration of all aspects of the student employment process, including classification, recruitment, selection, and on-boarding/off-boarding administration. Process bi-weekly and monthly timekeeping. Act as the main point of contact for department volunteers and serve as administrator of the summer ENLACE program.

Fiscal support includes independent responsibility for all reimbursement and department purchasing activities via Marketplace, Express Card, or department (purchase) orders, including but not limited to supplies, office equipment, machinery, books and reprints. Provide all administrative support for the department's LSOEs and part-time Lecturers, including but not limited to word processing course materials, copying, maintaining files, distributing exams per confidentiality policy, ordering AV equipment, and interacting with faculty and students.

Independently responsible for event management of conferences, symposiums and workshops hosted by MAE faculty.

Serve as MAE facilities coordinator.

Responsible for mail distribution, equipment check-in/out processes, ledger reconciliation, and maintaining of general office supplies for MAE Business office.

Collaborate with staff 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.


Demonstrated experience in office/administrative work environment including excellent interpersonal skills, ability to work with diverse group of people, communicate clearly and effectively on the telephone, e-mail and in person, demonstrating tact and diplomacy at all levels within and outside the University to promote positive relationships.

Demonstrated ability to handle multiple tasks simultaneously requiring detail and accuracy, with frequent interruptions and fluctuating priorities. Skill to organize large volumes of material.

Demonstrated experience with timekeeping procedures. Proven ability to analyze complex pay records, personnel forms and payroll time records to initiate actions.

Demonstrated experience and knowledge of financial management and bookkeeping principles, understanding of financial statements, and ability to analyze financial data and computer-generated information and to provide advice based on findings.

Strong computer skills and demonstrated experience using MS Office and G Suite including word processing, spreadsheet and other applications/tools of MS Office and G Suite. Knowledge of e-mail systems as a primary form of communication; accomplished skill at navigating the Internet for information retrieval.

Demonstrated experience with planning and organizing events such as conferences, workshops and symposiums including initiating and negotiating contracts with on and off-campus vendors and support services such as audiovisual services, catering, parking, photographers, and others.

Demonstrated experience with electronic filing systems. Ability to maintain and cross reference complex filing systems for rapid/easy retrieval by self or others.

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. Demonstrated willingness and ability to update and increase skills and knowledge in this area to meet the needs of business.

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

Strong teamwork attitude to independently assist in other areas of Business Office as needed. Ability to accept changing priorities regularly and to perform duties not normally assigned to this position as needed or directed.

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

Ability to work independently and effectively with modest supervision and to exercise good judgment. Ability to work within a team framework, participating in-group discussions regarding systems, procedures, and goals of the units.


Knowledge of UC timekeeping documents and processes and related audit requirements.

Knowledge of UC undergraduate and graduate student part-time employment and payroll procedures.

Experience in the use of Timekeeping, ISIS, EmployeeLink, FinancialLink, Port Triton, and other UCSD HR and payroll applications.


A background check is required.

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La Jolla , United States