Personnel Assistant 770 views

Under general supervision, serve as the Biology Section primary contact and resource for all Volunteer, Visiting Scholar (VS), and Visiting Graduate Student (VGS) appointment actions, processing approximately 300-400 volunteer appointments and 60-70 VS and VGS appointments annually. The Biology Section is comprised of three distinct and diverse research units, the Integrative Oceanography Division (IOD), Marine Biology Research Division (MBRD), and Center for Marine Biotechnology and Biomedicine (CMBB). Independently review and determine eligibility, interpret policies and consult with management and central offices, proposing alternatives and solutions when necessary. Complete all required paperwork, conduct thorough review of documentation, and communicate regularly with appointees and PI sponsors. Ensure compliance with University policies and procedures. Responsible for processing visas associated with visiting titles. Follow appropriate procedures in a timely manner to obtain visas, and to process extensions and changes. Keep up-to-date with current and changing immigration laws in order to serve as a section resource. Provide superb customer service in a fast-paced office, answering questions and resolving problems. Responsible for Section safety compliance pertaining to Injury and Illness Prevention Program (IIPP) and Lab Safety, ensuring that employees, supervisors, and PI’s, are aware of safety training requirements. Perform general HR support such as: maintain affiliate accounts; update Blink directory and SIO Personnel Database; monitor CANRA compliance; update boards, rosters, email aliases, website; stock forms; file; create and maintain spreadsheets; and generate reports and correspondence.

  • Must be willing to work overtime as required to fulfill position responsibilities and to assist with meeting various deadlines, particularly during fiscal closing.


  • Knowledge of human resources administration. Prior experience in employment processes; experience implementing policies and procedures as they relate to areas of human resources. Knowledge of Fair Labor Standards Act (FLSA).
  • Knowledge of immigration/visa regulations and experience in the preparation and processing of visa applications. Ability to understand, analyze, interpret, and recommend actions for foreign employment. Skills to research emerging and new federal regulations regarding visa status and changes in status for visitors and their dependents extensions of stay, travel outside of the US, etc. Ability to process detailed government documents accurately.
  • Demonstrated experience and strong skills in computer systems/business software (i.e. MS Office for Excel and Word). Proven experience and high level of skill in the creation and use of spreadsheets. Excellent typing/word processing skills, including ability to recognize errors and make corrections.
  • Experience with web-based applications, database entry, email, and calendaring systems.
  • Demonstrated record management experience. Proven skill in establishing and maintaining accurate, organized records, files and filing system.
  • Experience drafting letters, email templates, and other documents from scratch. Ability to effectively and independently compose, edit, and proofread letters, correspondence, instructions, and summary reports with clear and concise expression, proper grammar, style, format, and punctuation.
  • Strong organizational, time management, and multi-tasking skills for a large volume of work. Demonstrated ability to establish job priorities and meet deadlines with frequent interruptions and constantly changing priorities. Demonstrated strong attention to detail and accuracy in work in a fast-paced office environment.
  • Strong analytical and problem-solving skills. Demonstrated skill to analyze, formulate solutions, and resolve problems. Ability to analyze and make recommendations based on various policy statements. Ability to appropriately apply policies and procedures.
  • Must possess superb customer service skills, with experience in responding to requests in a timely manner.
  • Demonstrated strong interpersonal skills, including tact, diplomacy, sensitivity, and flexibility with the ability to effectively interact with a diverse group of faculty, students, staff, volunteers, and visitors.

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

Valid California Driver’s License preferred and may be subject to DMV records check.

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