DESCRIPTION

Under supervision of the Chief of Staff and Operations, the Administrative Operations Assistant is responsible for providing the Alumni Relations unit support for complex and confidential projects in the day to day running of operations. Operations administrative support responsibilities include front desk coverage, receiving 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 Alumni Relations leadership team with calendar management and other various tasks as needed. Incumbent will interact with all levels of the organization, serving as liaison between the Operations team, the Advancement Business Office, the Alumni Relations 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, 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 responsible for the hiring, training, and scheduling of all student workers within Alumni Relations.

The Administrative Operations Assistant is expected to provide high-level professional administrative coordination and support for the Alumni Relations Leadership teams with tact, diplomacy and discretion on a wide variety of complex and sensitive issues. While performing his/her 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.

QUALIFICATIONS

• 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.

• Proficiency in adapting computer software programs to meet needs of office. 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 e-mail, word processing, spreadsheet, and calendar applications.

• Demonstrated interpersonal and oral 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 writing/composition/spelling/proofreading skills; excellent understanding of the rules of English grammar and syntax, to write clear, concise correspondence and briefings.

• Strong working knowledge of Excel in creating extensive and complex budget and financial reports.

• Proven excellent organizational skills. Demonstrated 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 high degree of accuracy at all times.

• Experience arranging travel, including making arrangements for transportation and lodging, preparing itineraries, processing expense reimbursement and purchase orders.

• Demonstrated ability to interact with courtesy and professionalism with a wide range of people from diverse backgrounds, both in the community and within the UC system.

• Ability to encourage and develop a collaborative and positive environment among colleagues.

• Resourcefulness in independently finding appropriate solutions to complex problems, operational and administrative, and use of initiative in implementing solutions or making recommendations. Ability to anticipate problems and take necessary actions to mitigate potential negative effects.

• Proven ability to utilize total quality service as a work philosophy; demonstrated willingness to work as part of a team.

• Demonstrated high degree of integrity, dependability, use of sound judgment, diplomacy and resourcefulness, with a strong work ethic.

• Demonstrated ability to operate office equipment proficiently, including copiers, scanners, and fax machines; demonstrated expertise in PC based computer software.

• Demonstrated 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.

• Experience and ability to keep easily accessible and organized records and files.

• 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.

• Demonstrated competency and commitment to equity, diversity and inclusion.

• Ability to initiate and track projects and issues from inception to completion.

SPECIAL CONDITIONS

*Job offer is contingent on clear Background Check.*Must have access to reliable transportation.*Occasional evenings and weekends may be required but under the CX guidelines and with pre-approval from supervisor.