Job Description

Payroll Title:
BLANK AST 3
Department:
RADY SCHOOL OF MANAGEMENT
Hiring Salary Range
$51,000 - $56,417/year
Worksite:
Hybrid Remote
Appointment Type:
Career
Appointment Percent:
100%
Union:
CX Contract
Total Openings:
1
Work Schedule:
Days, 8 hrs/day, Mon-Fri

#117843 Development Administrative Assistant III

Filing Deadline: Fri 8/12/2022

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 7/29/22 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 8/12/22. Eligible Special Selection clients should contact their Disability Counselor for assistance.

DESCRIPTION

The Rady School of Management provides business education through its many graduate business degree programs, PhD program, and undergraduate business program. The Rady School's values are excellence, innovation, collaboration and integrity. The Rady School is a highly participatory, high energy, upbeat student-centric environment with high-achieving students and an engaged, team-oriented staff.

This position is part of a team in an important component of the Rady School of Management: the Development and Alumni Affairs area, where interacting in a diplomatic, confidential, collegial manner is essential to maintaining a harmonious team atmosphere.

This position provides general executive-level administrative support to Development and Alumni Affairs leadership and colleagues and provides specialized support by researching, assembling, and preparing information about prospective donors/philanthropists by using a variety of databases and UCSD Advancement systems and online tools. The position researches and evaluates information and prepares concise, well-organized outlines, reports, summaries, and correspondence to ensure that Development and Alumni Affairs staff have the information they need.

This position handles a variety of administrative duties including composing sophisticated email communications, using Outlook to schedule meetings on complex calendars, arranging travel for senior managers, processing travel and expense reimbursements, using spreadsheets to organize information, and assisting the Development and Alumni Affairs area with daily tasks and projects.

Responsibilities includes a large volume of people interaction via email and on the phone, coordinating the busy calendar of the Senior Director of Development, researching and gathering information for meetings and events, and proofreading correspondence.

This position organizes meetings, schedules conference rooms, invites attendees, provides agendas, directions, and attachments, makes parking arrangements, creates Zoom meetings/breakout rooms, orders AV/IT equipment or other meeting supply/equipment, arranges catering, arranges payment of vendors, etc.

This position regularly adds data into a contact database, entering information about Rady School donors and prospective donors, coordinates meetings with Development and Alumni Affairs staff to meet with the Rady School's valued donors/philanthropists, and attends monthly meetings with other campus development staff.

This position attends fundraising and donor acknowledgment events to provide administrative support to the Development Events Manager: greeting guests, directing guests, creating and assembling name badges or tent cards, noting guest arrival on RSVP lists, keeping guest counts. The position is part of a team of development professionals who ensure the event goes smoothly, interacting with vendors, donors, participants, and UCSD staff.

This position follows University and Rady School policies related to purchases, invoices, independent contractors, external vendors, purchasing of specialty supplies, etc. and uses online systems to purchase items and process expenses, including reimbursements for business-related travel, mileage, and entertainment. The position also uses a special UCSD online system to coordinate travel arrangements and to reconcile travel expenses related to business meetings, conferences etc.

  • Must be able to work (rare pre-scheduled) evenings and rare weekends due to special fundraising events. Events are scheduled ahead of time and scheduled work hours may need to be flexible leading up to and at the time of special events. Ability to travel to offsite events (rare).

  • Submitting a cover letter is preferred.

QUALIFICATIONS

  • Strong administrative skills re: Microsoft Office, Outlook, Google Drive, Zoom; Strong Outlook experience calendaring and prioritizing multiple people, rooms, or resources. Experience juggling complex schedules or recurring meetings with absolute accuracy; experience double checking work and proactively searching for possible scheduling conflicts.

  • At least 3 years experience providing administrative support to multiple people or experience supporting a manager. Experience triaging people, phone calls, and incoming email messages. Experience creating correspondence/email; heavy calendaring, coordinating multiple people to attend meetings that involve leaders from different departments or organizations.. Excellent grammar, spelling, and writing/editing skills for email/documents/web.

  • 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

  • Experience working with highly personal & confidential information. Experience maintaining strict confidentiality. Strong sense of ethical conduct and ability to inspire confidence by maintaining confidentiality in all matters related to donor relations issues as well as internal UCSD and unit matters.

  • Customer service approach; experience in a customer-focused business environment. Rapport-building skills. Excellent verbal and written communication skills. Diplomacy and poise.

  • Experience organizing non-financial information (example: work orders, inventory, invoices, travel plans, contracts, client lists, etc) using Excel. Experience tracking information using and updating Excel. Experience using online financial systems to pay bills, reconcile expenses, assign expense codes. Experience accurately entering data into a variety of online systems.

  • Experience using online resources to research and document information; experience writing summaries of information, creating a succinct business-like document for a professional audience. Experience writing "briefings" or donor summaries.

  • Experience using a CRM (Client/Customer Relational Database) such as Salesforce, or Blackbaud (fundraising and relationship management CRM) or something similar or the ability to learn

  • Experience completing purchase orders, processing expense reimbursements, ordering supplies online, paying online invoices or reconciling business-related credit card purchases. Experience in arranging and coordinating logistics for meetings and events. Experience arranging travel, including booking, creating itineraries, and reconciling expenses.

  • Collaboration skills. Ability to work as a team with colleagues and provide backup support to others.

  • Experience communicating with diplomacy, insight, polish, and sensitivity to individuals of all backgrounds, ethnic groups, and ages. Experience communicating with business leaders, community/social/business/corporate leaders using a polished business-like demeanor. Ability to communicate effectively one-on-one or in group settings, taking into account differences in social, cultural, professional, and educational backgrounds.

  • Prioritization skills. Multitasking skills. Time management skills. Experience working under a deadline and re-prioritizing work throughout the day. Experience using initiative to research a wide variety of online information including supplies, vendors, etc.

  • Experience creating and implementing systems to organize office & administrative processes; experience creating and implementing systems that check for accuracy/quality.

Preferred:

  • Experience posting changes to websites, creating online forms, and creating content for e-blasts.

  • Experience working as part of a development/fundraising team; experience supporting or working on fundraising campaigns. . Experience working in a donor-centric environment.

  • Experience using the UCSD Oracle Financial Cloud or Oracle system to process financial documents.

SPECIAL CONDITIONS

  • Job offer is contingent on clear Background Check.

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.

Application Instructions

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