DESCRIPTION

The UC San Diego Rady School of Management provides exceptional business education through its many academic degree programs. The Rady School's values are excellence, innovation, collaboration and integrity. The staff who work at the Rady School have created a highly participatory, high-energy, upbeat environment where providing excellent customer service to our students and our faculty is a priority.

This position is located at the UCSD Rady School of Management's Career Management Center and interacts with external employers who recruit MBA and Masters students from the Rady School of Management and with Rady Career Management Center career coaches.

This position provides information to employers about the Rady School of Management on-campus recruitment process, explains how to use our online jobs listing, coordinates the logistics of recruitment events and student job interviews with employers, makes data entries into and manages an in-house employer database and in-house campus interview scheduling system. The position creates and enters job postings and keeps records, maintaining historical archives of employer activity and promotional/outreach initiatives to employers.

This position interfaces with Rady School of Management Career Coaches, alerting them to notifications of employment opportunities for Rady graduate students, explaining the employment applications process for that particular employer, sharing info about employer needs.

This position also implements logistical aspects of careers-related programs, speaker series, panel discussions, special events, and employer-centered events related to advancing career/internship opportunities for Rady School of Management business students. This position is the primary contact to coordinate Zoom or onsite visits by employers and corporate recruiters regarding panel discussions, employment opportunities, interview/career fairs, industry presentations. Organizes registration processes for participation in Zoom, onsite, and offsite events and responds to questions about event logistics, including event location, dates, speakers, audience background, etc. Ensures deadlines are met for logistics, offsite visits to employer sites, coordinates participant and guest lists and RSVP lists, provides logistics information to visiting guest speakers, panelists, corporate recruiters, etc about onsite and Zoom event participation. The position serves as a liaison to the Rady School Facilities regarding room reservation, catering, parking, etc and is the point person for successful career-related events

This position maintains data integrity of the employer database, makes accurate and timely data entries and analyzes data to prepare periodic summaries and reports. The position implements follow up communication with employers and Rady career coaches, drafting email messages tailored to specific employers, and establishing rapport with corporate representatives.

• Must be available to work overtime and weekends, as required (estimated 1-3 evenings/week during recruiting season in Oct/Nov and Feb/Mar and rarely on weekends (special events). Must be available for occasional travel.

• A cover letter is preferred.

QUALIFICATIONS

• Experience in a customer-focused business environment. Experience communicating with business leaders, community/social/business/corporate leaders or business clients using a polished business-like demeanor Rapport-building skills. Collaboration skills. Excellent verbal and written communication skills. Diplomacy and poise.

• Prioritization and organizational skills. Experience multi-tasking in an office environment, meeting deadlines, sometimes last minute. Experience re-prioritizing tasks throughout the day in a busy environment. Professional experience working on projects independently and completing them under a deadline.

• Solid experience working as a team. Experience providing administrative support including document creation and editing, phone support, calendaring, use of online systems, and interacting with visitors with tact and diplomacy.

• Experience in event planning, scheduling and implementation. Experience preparing for meetings including managing RSVP lists, ordering or confirming events logistics such as space planning, catering, room reservations, parking arrangements for visitors. Experience generating name badges, tent cards, mailing labels. Experience managing a RSVP list, arranging support services like parking, catering, IT/AV support for small meetings or events.

• Proven working knowledge of Microsoft Office Word, Excel, Google Sheets, Google Forms, shared drives, Outlook calendaring and Outlook email. Experience using a variety of online systems for administrative/financial/calendaring purposes. Experience setting up Zoom meetings, monitoring Zoom chats, and creating Zoom breakout groups.

• Communication skills. Positive and assertive style, exhibiting resourcefulness, sense of achievement and constant encouragement/eagerness to assist others and improve or expand programs.

• Experience demonstrating a helpful, professional demeanor, greeting and welcoming visitors Experience triaging people, phone calls, and incoming email messages with diplomacy and accuracy. Experience working as an onsite admin support professional announcing visitors and guests, including high-level VIPs. Experience using polished communication skills to diplomatically triage phone calls and visitors.

PREFERRED

• Experience using a CRM (Client/Customer Relational Database) such as Salesforce or the ability to learn.

• Associate or bachelor's degree with 1-2 years of relevant job experience, or an equivalent combination of education/experience.

SPECIAL CONDITIONS

• Background Check required.

• Must have reliable transportation and a driver's license to travel to various locations to meet with community partners to market programs, attend meetings of professional organizations, community outreach events, and job fairs, etc.