Administrative Operations Assistant - 116321
#116321 Administrative Operations AssistantFiling Deadline: Fri 5/27/2022
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
A cover letter is required for a complete application packet.
UCSD Layoff from Career Appointment: Apply by 05/18/2022 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.
Special Selection Applicants: Apply by 05/27/2022. Eligible Special Selection clients should contact their Disability Counselor for assistance.
This position offers a hybrid work arrangement, which includes a combination of onsite and remote work.
Under supervision of the Central Operations Supervisor, the Administrative Operations Assistant is responsible for providing Career and Alumni departments 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 critical support to the Career and Alumni leadership teams with calendar management and other various tasks as needed. The incumbent will interact with all levels of the organization, serving as liaison between the Operations team, the Advancement Business Office, the Career and Alumni management teams 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 and 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 also responsible for the hiring, training, and scheduling of all student workers within the Career and Alumni offices.
The Administrative Operations Assistant is expected to provide high-level professional administrative coordination and support for the Career and Alumni Leadership Teams with tact, diplomacy and discretion on a wide variety of complex and sensitive issues. While performing 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.
EQUITY, DIVERSITY, AND INCLUSION
Equity, Diversity, and Inclusion are core values at UC San Diego and Advancement is committed to a continuous process of learning and updating practices to support systemic evolution toward equity, diversity, and inclusion for our team and constituents. We foster the UC San Diego Principles of Community by encouraging and developing a collaborative and positive environment among colleagues. UC San Diego provides resources and services so employees can develop a deeper connection to our diverse campus community. Explore more at UC San Diego Staff Associations network and Campus Community Centers.
- Occasional evenings and weekends may be required, but under the CX bargaining unit guidelines and with pre-approval from supervisor.
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.
Experience arranging complex meetings with internal and external attendees, coordinating logistics for special events, arranging catering, A/V needs, and ensuring clear communication with all attendees.
Experience arranging travel, including making arrangements for transportation and lodging, preparing itineraries, processing expense reimbursement and purchase orders.
Proven knowledge of accounting principles and practices for financial analysis of budgets. Experience in producing financial and expense reports, purchasing, accounting. Skill to monitor financial activities and transactions for report generation, purchasing, travel vouchers, accounts payable, and accounts receivable.
Expertise in PC based computer software. Proficient in the use of software applications necessary in administrative work, including databases to retrieve current and historical information to compile reports and briefings, spreadsheets, and graphics programs. Strong working knowledge of Excel and Access in creating extensive and complex budget and financial reports.
Ability to implement new systems to increase productivity, using email, word processing, spreadsheet, and calendar applications. Proficiency in adapting computer software programs to meet needs of the office.
Strong writing, composition, spelling, and proofreading skills. Excellent understanding of the rules of English grammar and syntax, to write clear, concise correspondence and briefings.
Resourcefulness in independently finding appropriate solutions to complex operational and administrative problems, and use of initiative in implementing solutions or making recommendations. Ability to anticipate problems and take necessary actions to mitigate potential negative effects.
Excellent organizational skills. Ability to prioritize workload, meet deadlines, and work with frequent interruptions under constantly changing priorities in a fast-paced operation while exhibiting extreme attention to detail and a high degree of accuracy at all times. Ability to initiate and track projects and issues from inception to completion.
Effective interpersonal and verbal communication skills with the ability to interact in a positive manner with diverse and demanding clientele, volunteers, prominent social, business, and campus administrators, using a high degree of tact, diplomacy, and discretion, with emphasis of flexibility and professionalism.
Demonstrated high degree of integrity, dependability, use of sound judgment, diplomacy and resourcefulness, with a strong work ethic.
Job offer is contingent on clear Background Check.
Must have access to reliable transportation.
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.