UCSD Layoff from Career Appointment: Apply by 8/11/17 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.
UC San Diego career employees who have passed their trial period will have priority consideration for this position. Recruiters will begin to refer qualified internal applicants after the first 7 days of the job posting. Qualified external applicants may be referred to the hiring department, if a qualified pool of internal candidates is not identified and upon the request of the hiring manager.
Under supervision of the Associate Director Operations, Alumni, and getting work direction from the Operations Manager, the Administrative Operations Assistant is responsible for providing Alumni department support for complex and confidential projects in the day to day running of operations. Operations administrative support responsibilities include front desk coverage, receiving a high volume of visitors and telephone calls, arranging travel, processing and tracking expenses, assisting in the preparation, research and gathering of materials and information for meetings and events, and drafting, editing and proofreading correspondence, briefings and reports for senior university officials. This position also provides occasional support to Alumni leadership team with calendar management. Incumbent will interact with all levels of the organization, serving as liaison between the Operations team, the Business Office, the Alumni management team and all entities across UC San Diego, within the UC system, alumni, volunteer and outside organizations.
Responsible for project support in a wide range of areas including resource administration, event assistance and general administrative management issues. Project support also requires gathering fiscal data, following policies, procedures to ensure all reimbursements, invoicing and payments are processed in a timely manner. Responsible for monitoring payments for discrepancies and following up with all relevant parties to resolve issues. The Administrative Operations Assistant will be a key player in making recommendations for process improvements in operations, developing internal control processes and practices to increase efficiencies within the Alumni team.
The Administrative Operations Assistant is expected to provide high-level professional administrative coordination and support for the Alumni Leadership Team with tact, diplomacy and discretion on a wide variety of complex and sensitive issues. While performing his/her duties, the incumbent must demonstrate a high degree of professionalism in a rapidly changing, time-pressured environment, conduct special projects and studies as directed, and assume other related responsibilities as assigned.
Must have access to reliable transportation.
Occasional evenings and weekends may be required.
Demonstrated experience and proven ability to function at a high administrative level in providing executive level support while representing the University's best interests at all times.
Proficiency in adapting computer software programs to meet needs of office. Proficient in the use of software applications necessary in administrative work, including database to retrieve current and historical information to compile reports and briefings, spreadsheets, and graphics programs and the ability to implement new systems to increase productivity, using e-mail, word processing, spreadsheet, and calendar applications.
Demonstrated writing/composition/spelling/proofreading skills; excellent understanding of the rules of English grammar and syntax, to write clear, concise correspondence and briefings.
Strong working knowledge of Excel and Access in creating extensive and complex budget and financial reports.
Experience arranging travel, including making arrangements for transportation and lodging, preparing itineraries, processing expense reimbursement and purchase orders.
Demonstrated ability to interact with courtesy and professionalism with a wide range of people from diverse backgrounds, both in the community and within the UC system.
Resourcefulness in independently finding appropriate solutions to complex problems, operational and administrative, and use of initiative in implementing solutions or making recommendations. Ability to anticipate problems and take necessary actions to mitigate potential negative effects.
Demonstrated ability to operate office equipment proficiently, including
UC San Diego is an academic powerhouse and economic engine, recognized as one of the top 8 public universities by U.S. News and World Report. Innovation is central to who we are and what we do. Here, students learn that knowledge isn't just acquired in the classroom - life is their laboratory. UC San Diego's rich academic portfolio includes six undergraduate colleges, five academic divisions and ...five graduate and professional schools. The university's award-winning scholars are experts at the forefront of their fields with an impressive track record for achieving scientific, medical and technological breakthroughs.