Administrative and Events Coordinator - 115722
#115722 Administrative and Events CoordinatorExtended Deadline: Mon 5/23/2022
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 and influenza before they will be allowed on campus or in a facility or office. For more information visit: Flu Vaccine Mandate / COVID Vaccine Policy
UCSD Layoff from Career Appointment: Apply by 04/19/22 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.
Special Selection Applicants: Apply by 04/28/22. Eligible Special Selection clients should contact their Disability Counselor for assistance.
Job posting will remain open until a suitable candidate has been identified.
The Administrative and Events Coordinator, under supervision of the School of Biological Sciences Executive Assistant to the Dean and with work direction from designated work/project leads, provides general office front desk assistance for the Biological Sciences Dean's Office, direct administrative support to the Associate Deans, Assistant Dean, and Director of Undergraduate Education, and coordinates a variety of special events and programs. These include research conferences, events for corporate partners, strategic planning activities, workshops/trainings for sponsored programs, and other initiatives as needed for the School.
The position provides general routine administrative support to the Dean's Office staff, including but not limited to: office reception and maintenance, meeting coordination and logistics, fiscal processing, travel arrangements, research and data analysis, as well as support on calendaring and special projects as needed and directed by the Associate Deans, Director of Undergraduate Education, or Assistant Dean. The incumbent also serves as the backup for the Executive Assistant to the Dean.
Superior oral and written communications skills with ability to interact and communicate professionally, sensitively and effectively with a diverse population of faculty, administrators, donors, visitors, students, staff and the general public.
Knowledge and some experience in planning and executing small to medium size events (preferably in a University setting).
Strong service orientation. Ability to work well as a team member, foster positive professional relationships and resolve conflict with co-workers.
Demonstrated ability to manage a complex calendar with frequent changes in a fast paced environment, including completion of meeting documents and back-up with attention to detail.
Excellent telephone skills with ability to use multi-line telephone system while handling high volume of incoming calls with ability to transfer and refer calls and take accurate messages.
Skill to independently compose and reply to memos, email, correspondence and telephone calls using correct English grammar, punctuation, and spelling.
Administrative experience in an office environment providing executive administrative support. Ability to coordinate administrative activities by determining the time, place, and sequence of actions to be taken and using tact and diplomacy to reach desired objectives. Ability to demonstrate a quality service orientation as a work philosophy.
Ability to use initiative and creativity in utilizing computer systems/programs to improve administrative functions, with the skill and ability to manage a variety of records and information, in digital and hard copy format, including knowledge of various filing systems and the skill to set up and maintain files for easy retrieval.
In-depth knowledge of computer environments, including a variety of standard web and business- and research-related software such as MS Office Word, PowerPoint, Outlook, and Excel, Adobe products, and internet search engines. Knowledge of and ability to use Web-based applications, with the ability and willingness to increase skills as needed to meet the demands of business. Ability to prepare original and computerized reports, charts, tables, graphs, and other material.
Must be willing to work a flexible schedule, including evenings and weekends, when required, to support and host divisional events including lecture series, conferences, symposia and fundraising/development/engagements that are on or off campus.
Must have access to reliable transportation and a valid California Driver’s License.
Background check required.
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
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