Development/Administrative Assistant (HYBRID) - 116234
#116234 Development/Administrative Assistant (HYBRID)Filing Deadline: Thu 5/26/2022
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
UCSD Layoff from Career Appointment: Apply by 05/17/2022 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.
Special Selection Applicants: Apply by 05/26/2022. 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.
The Development Assistant will provide administrative support as well as development support for complex and confidential projects. Administrative support responsibilities include: high volume calendar support, handling a large volume of mail and email discriminately, assisting with the preparation, research and gathering of materials and information for meetings and events, drafting, editing, and proofreading correspondence, briefings and reports for senior university officials, and entering contact reports and necessary actions in database system for senior-level development officers. Incumbent will provide complex event management support for small, private lunches and dinners for high level donors as well as large scale receptions. Fiscal support requires gathering fiscal data, assisting in preparing budgets, and monitoring budgets for discrepancies.
The incumbent will also create and maintain department contracts, purchase orders, reimbursements, travel and other expenses records as assigned. The incumbent is also responsible for project support in a wide range of areas including resource administration, strategic planning, constituent engagement and general administration management issues. As requested, manage special projects of a highly confidential and sensitive nature. Incumbent will interact with all levels of the organization, including campus executive administration, other offices of development throughout the campus, and Advancement. Incumbent will be responsible for independent problem solving and performing duties with high quality service, utmost courtesy and confidentiality, using a group-process approach to accomplishing work.
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.
Experience providing senior-level administrative support, including organizing and prioritizing tasks, scheduling meetings, serving as a liaison to on- and off- campus entities, and managing general office needs.
Proven administrative skills to include the ability to organize and prioritize tasks with strong use of initiative, sound judgment, independent thought, and precise attention to detail with high level of professionalism.
Proficiency in using and adapting computer software programs, applications and tools to meet office needs. 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.
High degree of integrity, dependability, use of sound judgment, diplomacy and resourcefulness, with a strong work ethic. Ability to maintain confidentiality in all matters, including those related to sensitive donor relations.
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.
Demonstrated ability to operate office equipment proficiently, including copiers, scanners, and FAX machines; demonstrated expertise in PC based computer software.
Proven experience in arranging and coordinating logistics for meetings and events. Experience arranging travel, including booking, creating itineraries, and reconciling expenses.
Proven 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.
Effective interpersonal, written and oral communication skills that demonstrate correct grammar usage, syntax, edit and format; excellent understanding of the rules of English grammar and syntax, to write clear, concise correspondence and briefings.
Ability to communicate clearly and effectively both in person and on the telephone in a positive manner to a diverse and demanding group of people including major gift prospects, donors, volunteers, prominent social, business, and governmental figures, and campus administrators. Ability to use tact, diplomacy, and discretion, with emphasis of flexibility and professionalism.
Job offer is contingent upon satisfactory clearance based on Background Check results.
Must have access to reliable transportation.
Occasional evenings and weekends may be required.
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
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