Building Operations Administrative Assistant - 115293
#115293 Building Operations Administrative AssistantFiling Deadline: Wed 6/1/2022
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
This position will remain open until filled. Initial application review date: 04/07/2022.
UCSD Layoff from Career Appointment: Apply by 03/29/2022 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.
Special Selection Applicants: Apply by 04/07/2022. 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 general supervision, the Building Operations Administrative Assistant will provide administrative support to the Facilities Management Building Operations Division including, but not limited to the Campus Research Machine Shop (CRMS), Trades/Zones Maintenance, and Recharge Projects Team. Act as point-of-contact for inquiries from Talent Acquisition, campus customers, and division employees. Receive and respond to incoming communications and review and determine appropriate action and referral, routing and deadline for correspondence including urgent requests.
Maintain follow-up system to ensure that deadlines are met. Maintain electronic mail log and hard copy files and provide regular updates. Maintain and regularly update calendars for Building Operations Assistant Director, Superintendents and Supervisors. Research and evaluate sources for supplies and services, prepare purchase requisitions, review invoices for accuracy, and reconcile with correct index. Place orders for and maintain office supplies and equipment. Review Building Operations monthly financial statements, generate reports, and look for anomalies or discrepancies and notify Supervisor.
- May be required to work overtime.
Experience providing administrative services and clerical support to an operational unit and/or administrator.
Demonstrated experience scheduling and coordinating meetings and conferences.
Experience working with generally-accepted accounting principles and practices and ability to perform basic financial calculations and analyses.
Experience composing documents, letters and reports utilizing appropriate format and style, correct grammar, spelling and punctuation. Proven ability to proofread material for correct grammar, spelling and punctuation.
Experience with web-based technology, database management, electronic calendaring, spreadsheet, and word-processing programs (MS Office Suite). Ability to gather and manipulate data to create and organize reports from varying University intranet programs.
Proven ability to update procedural manuals and implement new and/or revised administrative policies and procedures.
Ability to assess problems and procedures, identify and communicate issues, evaluate options within the parameters of established policy and procedures, consider consequences and recommended solutions.
Strong organizational and administrative skills with experience setting priorities and meeting deadlines in a demanding, multi-faceted environment while maintaining a high level of attention to detail and accuracy.
Ability to utilize sound, independent judgment and respond quickly to emergency situations. Adept at prioritizing, anticipating needs and making independent decisions where precedent may not exist.
Excellent communication skills, both verbal and written. Ability to communicate ideas and issues clearly, concisely and accurately. Ability to deal effectively with high-level administrators, staff, students, contractors and diverse populations at various levels of the organization.
- DOJ/FBI Background clearances required prior to hire.
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.