DESCRIPTION

The Department Administration Officer (DAO) is a key member of the Student Success Programs (SSP) leadership team. Reporting to the Director, SSP, the DAO is part of an innovative and dynamic team that aims to improve retention, engagement, and completion among distinctive student populations at UC San Diego including first-generation, transfer, military-connected, and undocumented and mixed-status family students.

The DAO is the main point of contact for the SSP Director, managing scheduling, engaging in confidential communications, supporting financial and human resources processes, and coordinating the day-to-day management of the department's operation. The DAO also provides administrative services and general management support to staff members across 5 program areas: Student Success Coaching Program (SSCP), Student Veterans Resource Center (SVRC), Transfer Student Success, Undocumented Student Services (USS), and the Triton Firsts Initiative.* Administrative services include activities in finance and human resources such as financial tracking, projections, and management: staff support related to IT, facilities, recruitment, hiring and payroll and event coordination assistance.*General management includes long and short-term range strategic planning and supporting activities of multiple areas in collaboration with the SSP Director and respective department Program Managers and teams.

Additionally, the DAO ensures departmental actions and decisions align with university policies and practices. Troubleshoots and streamlines departmental processes and communications with campus partners to improve efficiency across SSP functional areas. Serves as the principal liaison to key campus units (i.e. VCSA Business Office, HR, ITS, Financial , Facilities, Transportation) to coordinate efforts, communicate needs, and/or acquire services and support. Applies acquired job skills, policies and procedures to complete assignments and projects. Exercises judgement within defined guidelines and practices to determine appropriate action while also advising and guiding staff. Supervises student employees.

As part of the SSP Leadership Team, the DAO meets regularly with the Director, the Assistant Director and Program. Manages to achieve the department/program area strategic goals and objectives. Supports the coordination of comprehensive and holistic programs and services that improve first-generation, transfer, military-connected and undocumented student success at UC San Diego.

~Cover letter required for a complete application.

QUALIFICATIONS

• Bachelor's degree in relevant field with two years of relevant experience in a programmatic environment or equivalent combination of education and/or experience.

• Strong leadership skills in planning, implementing and evaluating complex programs and activities.

• Confirmed experience writing and editing correspondence, collateral, blogs, press releases, editorial, detailed information materials, and promotional media. Strong writing, proofreading, and composition skills to draft, edit, and finalize various forms of communication. Ability to write using proper grammar, spelling, and syntax with accuracy, polished work, and attention to detail.

• Knowledge of cost analysis and drafting budget proposals with skill in monitoring expenditures for each event. Skill in coordinating project elements and planning resource utilization.

• Ability to use sound judgment in responding to issues and concerns.

• Solid communication and interpersonal skills to communicate effectively with all levels of staff verbally and in writing. Outstanding skills in diplomacy, and flexibility in interacting with all levels of faculty, student academics, staff, management, guests, vendors, and the general public.

• Solid organizational skills and ability to multi-task with demanding timeframes. Strong development and marketing skills with demonstrated ability to work productively on multiple projects simultaneously with changing priorities and deadlines, prioritize tasks, manage schedules, and produce reports while paying close attention to detail.

• Demonstrated experience with a wide range of computer software such as electronic calendars, spreadsheets, publishing packages, word processing, email, Internet access, database, and presentation/graphic software. Skill to maintain computerized records utilizing MS Project, Outlook, Excel, Word, PowerPoint and similar database software. Experience and knowledge of programs and operating systems associated with the web, including various web browsers and graphic utilities.

• Ability to use discretion and maintain confidentiality. Ability to work professionally under pressure and under tight deadlines ensuring excellent customer service support.

• Proven experience in program planning and organization.

• Experience monitoring programs and special events by coordinating with vendors, stakeholders, and production teams in a multi-faceted environment to ensure deadlines and deliverables are met.

• Experience supporting and assisting multiple team members within an organization and unit and providing direction, guidance, and training as needed to accomplish work goals and tasks.

• Ability to work in a diverse multicultural environment understanding and respecting diverse perspectives, backgrounds, and experiences.

SPECIAL CONDITIONS

• Job offer is contingent upon satisfactory background clearance.

• Occasional evenings, weekends and overtime may be required to support programs or events especially during peak seasons.

• This position has been designated as a "mandated reporter" under the California Child Abuse and Neglect Reporting Act ("CANRA"), which requires professionals to report known or suspected instances of child abuse or neglect to law enforcement.

• Cover letter required for a complete application.