Alumni and Board Operations Specialist - 121429
#121429 Alumni and Board Operations SpecialistExtended Deadline: Sun 6/11/2023
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
A cover letter is required for a complete application packet.
UCSD Layoff from Career Appointment: Apply by 02/16/2023 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.
Special Selection Applicants: Apply by 02/27/2023. 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.
The UC San Diego Alumni Board of Directors was formed by a group of early graduates in 1974. Today, the Board includes alumni representing various industries and backgrounds, and from five decades of graduating classes. The Board serves as ambassadors and advisors to help guide the strategic development of student and alumni programs and initiatives that advance UC San Diego in communities around the world. The Alumni and Board Operations Specialist performs key analytical, writing and support functions to assist the Senior Executive Director, Alumni Engagement (SED-AE), and the UC San Diego Alumni Association Board President, with facilitating the Board's complex and varied responsibilities, meetings, events, agendas, records and communications. In addition to serving the UC San Diego Alumni Association Board, this position will also support other Alumni Boards, Councils and Advisory Groups. The primary responsibility of the Specialist is to support and help advance alumni activities specifically designed to engage the Alumni Board, as well as a diverse population of alumni through their unique interests and affiliations to create meaningful relationships and commitment to the university.
The Specialist helps identify, cultivate, recruit and steward alumni to provide volunteer leadership. Additional key duties include researching, conceptualizing, writing, editing and proofreading background items for agendas; taking and drafting meeting minutes; preparing briefing notes and correspondence; assisting with meeting preparation; and maintaining electronic records of documents. The incumbent is responsible for reviewing best practices and for maintaining and updating the Board website, including content and graphics. In addition, the Specialist will provide administrative operations management for the SED-AE including: complex calendar and travel management; budget administration; independently research, compose, prepare, proofread and edit briefings, presentations, reports and correspondence for signature by the SED-AE; assist the SED-AE with producing the Alumni Engagement annual strategic business plan; and work with appropriate central operations teams to resolve any facilities, payroll, space, human resources, IT or safety concerns on behalf of the SED-AE.
Assist with special projects and provide analytical support in developing reports, documentation and solutions. The incumbent shall provide expertise and support to other areas of the team as the occasion arises and helps to fulfill other responsibilities as they relate to the department's vision and strategic plan. The Specialist will use professional concepts to apply organization policies and procedures to oversee a variety of ongoing administrative operational issues and administer a defined operational program. Analyze and resolve operational problems of moderate scope.
Occasional evenings and weekends may be required.
Must be willing and able to travel. Must have access to reliable transportation.
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.
Bachelor's degree in related area and/or an equivalent combination of experience/training.
Excellent working knowledge of the organizational structure and operations of a not-for-profit organization, including responsibilities, financial structure, and the role of an Alumni Association Board. Demonstrated knowledge of relationship management principles, including knowledge of alumni volunteer and engagement opportunities.
Proven experience with executive-level administrative operations management including, but not limited to: independent complex calendaring and arranging domestic and foreign travel; preparing accurate itineraries and briefing documents; and processing complicated financial and travel expense reimbursements.
Extensive experience in providing preliminary and conclusive reasoning skills to understand and interpret the issues and needs of the organization, priorities and next steps. Experienced in analyzing existing and proposed policies and procedures to summarize outcomes and to provide reports and information with good judgment and professionalism.
Outstanding proven writing and editing skills, using standard English grammar and word usage. Demonstrated working knowledge of Chicago Manual of Style rules. Strong, written and verbal communication skills that accurately express substance and nuance.
High level of computer literacy and in-depth experience with web browsers. Working experience with web authoring and graphics applications, and demonstrated experience in designing websites. Experience with, and ability to develop and use computer applications, and capabilities to create and maintain databases, and produce correspondence, reports and tools for analysis and review (i.e. Word, Excel, Adobe, PowerPoint). Desktop publishing skill and knowledge preferred.
Demonstrated ability to problem-solve or make recommendations for creative solutions to general issues and problems. Ability to properly handle sensitive issues which arise frequently in the rapidly changing environment, where improper handling may have serious consequences. Ability to use sound judgment in responding to issues and concerns. Ability to use discretion and maintain confidentiality.
Proven administrative ability in accomplishing established goals and objectives and maintain office activities with respect to these procedures and guidelines. Strong sense of ethical conduct that will inspire confidence and motivation.
Solid organizational skills and ability to multi-task with demanding timeframes. Proven ability to work with a high level of independence while employing mature judgement and maintaining confidentiality, ability to prioritize assignments and departmental needs to meet deadlines.
Exceptional communication and interpersonal skills to communicate and interact in a courteous and effective manner, using tact and diplomacy while exercising good judgment with individuals at all levels in person, in writing, or by telephone.
- Job offer is contingent on clear Background Check.
Pay Transparency Act
Annual Full Pay Range: $60,782 - $93,960 (will be prorated if the appointment percentage is less than 100%)
Hourly Equivalent: $29.11 - $45.00
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).
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.
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Job Reference #: 121429