Administrative Assistant - 118288
#118288 Administrative AssistantFiling Deadline: Mon 10/3/2022
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 08/16/22 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.
Special Selection Applicants: Apply by 8/26/22. Eligible Special Selection clients should contact their Disability Counselor for assistance.
UC San Diego Policy will not allow this position to receive J-1 and H-1B work visa sponsorship.
This is a fully on-site position.
UC San Diego is ranked the 9th best public university in the nation by U.S. News and World Report and is the largest employer based in San Diego County. Reporting to the VC-CFO, Information Technology Services (ITS) delivers Enterprise information technology services to the University of California, San Diego (UCSD) under the leadership of the campus Chief Information Officer (CIO).
Information Technology Services (IT Services) uses world-class services and technologies to empower UC San Diego's mission to transform California and the world as a student-centered, research-focused, service-oriented public university. As a strategic member of the UC San Diego community, IT Services embraces innovation in their delivery of IT services, infrastructure, applications, and support. IT Services is customer-focused and committed to collaboration, continuous improvement, and accountability.
Equity, Diversity, and Inclusion are core values at UC San Diego and within Information Technology Services. Crafting a culture around these values allows us to more deeply connect with and appreciate our employees, students, and campus partners. Information Technology Services is continuously working to build a community where we all feel safe, empowered, and encouraged to bring our authentic selves to work. We do this not only because it is what’s right, but because we know that diversity drives insight and innovation. We are proud to partner closely UC San Diego’s Office for Equity, Diversity, and Inclusion, as their dedication to this mission helps us all to drive change.
The Administrative Support team is part of the ITS Business Office and is responsible for the following areas in ITS: personnel actions, student/PO contractor new hire onboarding and separations, timekeeping, office space, employee recognition and development programs, events, mandatory trainings, and departmental policies. It is also responsible for administrative support, travel, and disbursements. This is an innovative role supporting a diverse team of people in day to day operations, special projects, maintaining the Administrative Support page on the ITS intranet page The Current and collaborating with all departments with ITS.
- Responsible for the day-to-day office administration for ITS management and staff in various locations across campus.
- Act as a point of contact for the ITS unit, both in-person (at the front desk) and by telephone for the campus and community.
- Manage complex calendars for ITS managers and coordinate/prepare travel, meetings, conferences and training.
- Manage building and vehicle maintenance, office equipment, and supply requests.
- Handle special projects as required, interacting with various levels of management and outside agencies, coordinating, compiling and analyzing information/products/costs.
Experience coordinating and preparing travel arrangements with consideration for efficiency and cost-effectiveness, especially in transportation and lodging. Demonstrated experience processing and reconciling travel expenses in a timely manner, meeting established deadlines. Experience registering staff for conferences, seminars, and training.
Experience in scheduling, organizing, and coordinating meetings and events. Ability to organize and maintain a complex calendar of events / schedules. Demonstrated experience with Microsoft Office suite including Outlook, Word, Excel, PowerPoint, and Access. Ability to utilize various software applications, the internet, and database management with a high degree of accuracy and speed.
Ability to resolve conflicts with creativity and authority while maintaining a professional relationship. Ability to control situations or events in the absence of higher authority and ability to make recommendations or decisions that affect office operations and activities.
Ability in prioritizing high volume workloads while ensuring priorities and deadlines are met. Demonstrated ability to work under pressure and accommodate interruptions. Ability to maintain flexibility to redirect work as a result of changing priorities.
Skill in compiling information from multiple sources, identifying important facts, and summarizing in clear, logical reports for management decisions, and/or providing written recommendations for effective courses of action.
Advanced organizational and project management skills, including ability to work independently, determine appropriate priorities, and complete projects accurately, efficiently, despite competing deadlines.
Proven oral, written, and communications skills to effectively deal with people in conversation or to compose correspondence using correct grammar, punctuation, spelling, editing, formatting, and proofreading skills to clearly and concisely provide information.
- Employee must be available to work evenings and weekends.
- Job offer is contingent on clear background check.
- Must possess a valid California driver’s license to drive UC vehicle or eCart.
- Work schedule is on campus Monday - Friday, 8:00am - 4:30pm.
Our employees enjoy competitive compensation packages and educational opportunities in a diverse, stimulating workforce. Click here for Details
Job offer is contingent on successful engagement in the UC COVID-19 Vaccination program (fully vaccinated with documented proof or approved exception/deferral).
To foster the best possible working and learning environment, UC San Diego strives to cultivate a rich and diverse environment, inclusive and supportive of all students, faculty, staff and visitors. For more information, please visit UC San Diego Principles of Community.
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.