110671 - Program Assistant III, Rady School Career Center
#110671 Program Assistant III, Rady School Career CenterExtended Deadline: Tue 9/28/2021
For the safety and well-being of the entire university community, the University of California requires, with few exceptions, that all students, faculty and staff be vaccinated against the COVID-19 virus before they will be allowed on campus or in a facility or office. For more information visit: https://ucnet.universityofcalifornia.edu/news/2021/07/ucs-covid-19-vaccine-policy.html
UCSD Layoff from Career Appointment: Apply by 07/28/21 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.
Special Selection Applicants: Apply by 08/04/21. Eligible Special Selection clients should contact their Disability Counselor for assistance.
- This position is open until filled. First Review Date: August 04, 2021.
The UC San Diego Rady School of Management provides exceptional business education through its many academic degree programs. The Rady School's values are excellence, innovation, collaboration and integrity. The staff who work at the Rady School have created a highly participatory, high energy, upbeat environment where providing excellent customer service to our students and our faculty is a priority.
This position is located in the the Career Management Center at the UC San Diego Rady School of Management and involves interacting with graduate business students, career advisors, corporate employers; coordinating the logistics to support onsite and virtual workshops/panel discussions; data entry and data tracking; and using and explaining an online jobs listing website. This position offers people interaction, information distribution, coordination of events, and the opportunity to update your skills using Handshake, 12Twenty, Zoom, and other online systems.
The Careers Program Assistant position is the "front door" to the Rady School of Management Career Management Center. This onsite position welcomes and directs visitors, including MBA and Masters graduate business students arriving for career advising, corporate visitors and employers, guest speakers, and vendors. This position responds to inquiries for information via email and phone from students and employers, coordinates small events logistics, and explains to employers how to use our online jobs listing, and also posts jobs of interest to Rady graduate business students.
This position creates and edits spreadsheets, runs reports, enters data into databases, tracks employment data, sends out emails, and monitors the master Careers event calendar for scheduling issues. This position also reconciles expenses, pays vendor invoices, and relays information from the UC San Diego International Center to career advisors.
The Career Program serves as a resource to and interacts with employers and corporate representatives to assist them in onsite and virtual visits to the Rady School. The position explains the capabilities of our online job listing system, responds to questions about how to post, and provides instructions while establishing positive rapport with employers.
The Careers Program Assistant III arranges event logistics and posts/shares information on websites regarding career events such as workshops and corporate employer visits. The position reserves meeting rooms and events space, escorts corporate guests to the meeting area, manages RSVP lists and registration, tracks attendance, orders IT AV support, room set-up, parking and refreshments, creating name badges/tent cards, seeking out speaker bio info, etc. The position also schedules and confirms virtual events/workshops/presentations on Zoom and serves as Zoom moderator or backup moderator, assigning attendees to breakout rooms, monitoring chat rooms, and troubleshooting minor Zoom issues.
The routine working hours of this position is Mon - Fri 8:00 a.m. - 4:30 p.m. or 8:30 - 5:00. Must have ability to work occasional, prescheduled overtime including job fairs (usually until 7:00 p.m. on 1 night/week during the busiest months of the academic quarter). There are also occasional, prescheduled after hours events such as orientation, graduation, special events, etc. Overtime is compensated at time and a half.
- Please submit a cover letter for a complete application.
Strong experience providing administrative support to multiple people while interacting and welcoming customers/clients.
Experience coordinating logistics for small onsite events/workshops/panel discussions including ordering refreshments, room reservations, parking arrangements for visitors, organizing RSVP lists, making name badges, tent cards, ordering supplies for events, reaching out to guest speakers to confirm.
Demonstrated experience providing basic ITAV support of laptop/projector during meetings/events. Experience greeting attendees, registration, confirming speaker/equipment readiness, etc.
Experience reviewing a Master Calendar for schedule conflicts, space availability, conference room capacity & availability, etc. Experience taking proactive action to avoid or resolve scheduling problems, troubleshooting calendaring conflicts or event timing. Outlook calendaring experience.
Proficient experience with a variety of software programs, online systems etc. Experience transitioning to new software. Microsoft Outlook folder management, Microsoft Office Suite. Experience organizing information using spreadsheets in Excel.
Experience using spreadsheets to organize information, create event timelines. Experience summarizing data or tallying numbers. Experience entering data with accuracy and under a deadline.
Superb client interaction/customer service skills. Experience welcoming and quickly establishing rapport with new customers and visitors in person, phone and email. Professional, diplomatic, friendly demeanor. Experience responding to questions or requests for information from customers via phone, in person, and via email using business-like communication skills and demeanor.
Experience entering information into Handshake, 12Twenty (job listing platforms). Experience teaching others how to use these systems.
Experience serving as Zoom moderator or backup moderator. Experience assigning virtual attendees to breakout rooms, monitoring chat rooms, troubleshooting minor Zoom issues.
Experience interacting with employers; experience in a human resources office or employment agency posting jobs on a job listing website.
- Job offer is contingent on clear Background Check.
Job offer is contingent on successful engagement in the UC COVID-19 Vaccination program (fully vaccinated with documented proof or approved exception/deferral).
The University of California is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, age, protected veteran status, gender identity or sexual orientation. For the complete University of California nondiscrimination and affirmative action policy see: http://www-hr.ucsd.edu/saa/nondiscr.html
UC San Diego is a smoke and tobacco free environment. Please visit smokefree.ucsd.edu for more information.