Job Description

Payroll Title:
BLANK AST 3
Department:
EXTENSION
Hiring Pay Scale
$28.51 - $30.49 / Hour
Worksite:
Downtown
Appointment Type:
Career
Appointment Percent:
100%
Union:
CX Contract
Total Openings:
1
Work Schedule:
Days, 8 hrs/day, M-F, 9A - 5P

#134288 Administrative Assistant

Filing Deadline: Fri 2/14/2025

UC San Diego values equity, diversity, and inclusion. If you are interested in being part of our team, possess the needed licensure and certifications, and feel that you have most of the qualifications and/or transferable skills for a job opening, we strongly encourage you to apply.

UCSD Layoff from Career Appointment: Apply by 2/5/2025 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 2/14/2025. Eligible Special Selection clients should contact their Disability Counselor for assistance.

This position is fully onsite.

This position is primarily at Division of Extended Studies’ Downtown Park & Market location.

DESCRIPTION

DEPARTMENT OVERVIEW

The Division of Extended Studies (DES) at UC San Diego is fully self-supporting, operating year-round (12 months of active instruction) with a budget of $47 million annually in primarily fee income. The unit has over 200 career employees, including academic, management, staff and executive, as well as represented and non-represented positions. Many casual or contract employees and student workers also serve in the organization. In addition, DES employs more than 1,000 active by-agreement instructors.

DES operates in 200,000 square feet of managed space, including a large off-campus classroom facility. The unit maintains a robust online learning platform, operating 24/7 with webcasting and video-conferencing capability. DES also has a strong web presence with e-commerce operating 24/7. There are over 60,000 enrollment transactions annually; 35,000 outreach certification transactions and 25,000 service transactions. DES supports a robust network of representatives, agents, and students (both residential and online) around the globe. Along with all of this, DES operates two television stations, a variety of public lecture programs and is active in federal, state, local, and private research and technical assistance programs and activities.

As of Fall 2020, the University has assumed ownership of a major downtown center for which DES is taking full financial and programming responsibility. The 66,000-square-foot building will support a rich mix of campus-based and community programs reflecting the teaching, research and public service mission of UC San Diego: classroom instruction, continuing education, arts and cultural performances, civic events and collaborative community projects.

POSITION OVERVIEW

The Administrative Assistant provides administrative support services for the new downtown building known as UC San Diego @ Park & Market (located in Downtown San Diego's East Village). The Administrative Assistant will provide administrative support services including: support and scheduling for on-site senior Division of Extended Studies (DES) staff; preparation and reconciliation of DES of staff expenses such as travel and mileage; customer service to visitors and guests, scheduling/setting up multiple meeting and conference rooms, scheduling/setting up multiple meeting and providing high-level customer service and logistics for potential donors or related fundraising and development meetings; maintaining office equipment and supplies, creating purchase orders, communicating with vendors and property management, and preparing enrollment status reports recommending appropriate action.

The Administrative Assistant prepares and executes high-level administrative work with complex problems of a confidential and sensitive nature. Serves as a primary contact alongside senior Division of Extended Studies staff for conferences, donor events/meetings and special events overseeing logistics, developing and monitoring budgets, coordinating communications with participants and guests, and coordinating with service providers such as catering, AV/IT, and Facilities and property manager. Acts as liaison for UC San Diego Park and Market in interactions with corporate leaders, key community figures, state/federal government officials, donors and foundations and campus and other academic colleagues.

A cover letter is optional, but strongly encouraged.

QUALIFICATIONS

  • Proven experience in providing high-level administrative assistance and working as a self-starter, including the ability to make decisions independently and to anticipate the needs of senior management.

  • Proven experience at an advanced level with the following computer software: Microsoft Word (tracking changes to memorandums, correspondences), Excel (pivot tables, sorting, filtering), Teams (communications and small work groups), Outlook (scheduling and updating appointments, managing multiple inboxes).

  • Demonstrated ability to create status reports for management through use of Microsoft Excel, or other similarly functioning software.

  • Demonstrated experience preparing and reconciling travel, mileage reimbursement, and other financial transactions.

  • Demonstrated knowledge of conference/meeting planning and organizing.

  • Excellent interpersonal and communication skills including tact, diplomacy and flexibility in dealing with instructors, students, campus and off campus contacts.

  • Demonstrated attention to precise detail and accuracy.

  • Demonstrated ability to interact and communicate effectively with individuals from diverse cultural backgrounds.

  • Excellent basic office and clerical skills including typing, filing, and telephones.

  • Proven ability to work independently to manage workload priorities based on shifting deadlines and tasks.

  • Demonstrated experience creating and adhering to budgets for events and processing financial transactions.

  • Demonstrated ability to work cooperatively as a member of a team and in a customer service environment.

SPECIAL CONDITIONS

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

  • Occasional overtime, evenings, and weekends may be required.

  • Duties may require direct contact with children (defined as individuals under the age of 18); completion of the Child Abuse and Neglect Reporting Act (CANRA) training and form will be required.

Pay Transparency Act

Annual Full Pay Range: $40,700 - $85,295 (will be prorated if the appointment percentage is less than 100%)

Hourly Equivalent: $19.49 - $40.85

Factors in determining the appropriate compensation for a role include experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. The Hiring Pay Scale referenced in the job posting is the budgeted salary or hourly range that the University reasonably expects to pay for this position. The Annual Full Pay Range may be broader than what the University anticipates to pay for this position, based on internal equity, budget, and collective bargaining agreements (when applicable).


If employed by the University of California, you will be required to comply with our Policy on Vaccination Programs, which may be amended or revised from time to time. Federal, state, or local public health directives may impose additional requirements.

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.

UC San Diego is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age or protected veteran status.

For the University of California’s Affirmative Action Policy please visit: https://policy.ucop.edu/doc/4010393/PPSM-20
For the University of California’s Anti-Discrimination Policy, please visit: https://policy.ucop.edu/doc/1001004/Anti-Discrimination

UC San Diego is a smoke and tobacco free environment. Please visit smokefree.ucsd.edu for more information.

Misconduct Disclosure Requirement: As a condition of employment, the final candidate who accepts a conditional offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; received notice of any allegations or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer.

a. "Misconduct" means any violation of the policies or laws governing conduct at the applicant's previous place of employment, including, but not limited to, violations of policies or laws prohibiting sexual harassment, sexual assault, or other forms of harassment, discrimination, dishonesty, or unethical conduct, as defined by the employer. For reference, below are UC's policies addressing some forms of misconduct:

Application Instructions

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