Job Description

Payroll Title:
BLANK AST 3
Department:
DEVELOPMENT - HEALTH SCIENCES
Hiring Salary Range
$54,622.08 - $57,127.68/Year
Worksite:
Campus
Appointment Type:
Career
Appointment Percent:
100%
Union:
CX Contract
Total Openings:
1
Work Schedule:
Days, 8 hrs/day, Mon-Fri

#119635 Administrative Operations Assistant

Extended Deadline: Wed 2/8/2023

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.

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

This position offers a hybrid work arrangement, which includes a combination of onsite and remote work.

UCSD Layoff from Career Appointment: Apply by 10/26/2022 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 11/04/2022. Eligible Special Selection clients should contact their Disability Counselor for assistance.

This position will remain open until filled.

DESCRIPTION

The Development Administrative Operations Assistant will provide administrative support as well as development support for complex and confidential projects. Administrative support responsibilities include: calendar support; assisting with the preparation, research and gathering of materials and information for operational processes such as the yearly employee evaluation process and hiring and onboarding process; offboarding; managing office supplies; managing the shared intranet site and the materials posted therein; and providing general office support for senior leadership. Fiscal support requires gathering fiscal data, assisting in preparing budgets, and monitoring budgets for discrepancies. The incumbent will also create and maintain department contracts, purchase orders, reimbursements, travel and other expenses records as assigned.

The Administrative Operations Assistant is also responsible for timekeeping and project support in a wide range of areas including resource administration, strategic planning, constituent engagement and general administration management issues. As requested, manage special projects of a highly confidential and sensitive nature. Interact with all levels of the organization, including campus executive administration, other offices of development throughout the campus, and Advancement. Incumbent will be responsible for independent problem solving and performing duties with high quality service, utmost courtesy and confidentiality, using a group-process approach to accomplishing work.

  • Occasional overtime may be required, including evenings and/or weekends that coincide with events and meetings.

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.

QUALIFICATIONS

  • Demonstrated experience providing senior-level administrative support, including organizing and prioritizing tasks, scheduling meetings, serving as a liaison to on- and off- campus entities, and managing general office needs.

  • Proven experience in arranging and coordinating logistics for meetings and events. Experience arranging travel, including booking, creating itineraries, and reconciling expenses.

  • Knowledge of accounting principles and practices for financial analysis of budgets. Experience in producing financial and expense reports. Skill to monitor financial activities and transactions for report generation, purchasing, travel vouchers, accounts payable, and accounts receivable.

  • Proven writing, composition, spelling and proofreading skills. Excellent understanding of the rules of English grammar and syntax, to write clear, concise correspondence and briefings.

  • Expertise in PC based computer software. Proficient in the use of software applications necessary in administrative work, including database to retrieve current and historical information to compile reports and briefings, spreadsheets, and graphics programs, and the ability to implement new systems to increase productivity, using email, word processing, spreadsheet, and calendar applications.

  • Proven 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.

  • High degree of integrity, dependability, use of sound judgment, diplomacy and resourcefulness, with a strong work ethic. Ability to use tact, diplomacy, and discretion, with emphasis of flexibility and professionalism. Demonstrated ability to maintain confidentiality in all matters, including those related to sensitive donor relations.

  • Demonstrated administrative skills to include the ability to organize and prioritize tasks with strong use of initiative, sound judgment, independent thought, and precise attention to detail with high level of professionalism.

  • Effective interpersonal, written and verbal communication skills that demonstrate correct grammar usage, syntax, edit and format. Ability to communicate clearly and effectively both in person and on the telephone in a positive manner to a diverse and demanding group of people including major gift prospects, donors, volunteers, prominent social, business, and governmental figures, and campus administrators.

SPECIAL CONDITIONS

  • Job offer is contingent upon clear background check results.

  • Must have a valid California Driver License to travel and transport materials to multiple work sites, including meetings and events on and off campus and within San Diego County. Must have access to reliable transportation.

  • Must be able to transport events supplies/materials from vehicle to event site using a cart or other means.

Pay Transparency Act Full Salary Range: $40,700 - $78,258 Annually

The University of California, San Diego is required to provide a reasonable estimate of the compensation range for this role. This range takes into account the wide range of factors that are considered in making compensation decisions including but not limited to experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. It is not typical for an individual to be offered a salary at or near the top of the range for a position. Salary offers are determined based on final candidate qualifications and experience. The full salary range for this position is defined as the Full Pay Range. The budgeted salary or hourly range that the University reasonably expects to pay for this position defined as the Expected Pay Scale. Placement within the Expected Pay Scale is determined by internal equity, relevant qualifications, and collective bargaining agreements (when applicable).


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.

Application Instructions

Please click on the link below to apply for this position. A new window will open and direct you to apply at our corporate careers page. We look forward to hearing from you!

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