Development Assistant - 117151
#117151 Development AssistantExtended Deadline: Wed 8/24/2022
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 offers a hybrid work arrangement, which includes a combination of onsite and remote work.
UCSD Layoff from Career Appointment: Apply by 06/30/2022 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.
Special Selection Applicants: Apply by 07/11/2022. Eligible Special Selection clients should contact their Disability Counselor for assistance.
This position will remain open until filled.
The Development Assistant will provide administrative and development support for complex and confidential projects in the Leadership Strategy and Engagement Unit (LSE). Responsibilities include: calendar support, handling a large volume of mail discriminately, coordinating donor and prospect activities in support of development strategies, assisting with the preparation, research and gathering of materials and information for meetings and events, and drafting, editing, and proofreading correspondence, briefings and reports for senior university officials. 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, donor relations and general administration management issues. As requested, manage special projects of a highly confidential and sensitive nature. The incumbent will interact with all levels of the organization, including campus executive administration, other offices of development throughout the campus, and Advancement. The 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.
- Occasional overtime may be required, including evenings and/or weekends that coincide with events and meetings.
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.
Demonstrated experience in arranging and coordinating logistics for meetings and events. Experience arranging travel, including booking, creating itineraries, and reconciling expenses.
Proven knowledge of accounting principles and practices for financial analysis of budgets. Experience in producing financial and expense reports. Skill to monitor financial activities and transactions for report generation, purchasing, travel vouchers, accounts payable, and accounts receivable.
Proven knowledge of the techniques of donor/prospect research with the ability to extract and distill pertinent and critical information from multiple sources.
Excellent writing, composition, spelling, and proofreading skills. Excellent understanding of the rules of English grammar and syntax, to write clear, concise correspondence and briefings.
Proficient in the use of software applications necessary in administrative work, including databases 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 email, word processing, spreadsheet, and calendar applications. Expertise in PC based computer software.
Proficiency in using and adapting computer software programs, applications and tools to meet office needs. Ability to operate office equipment proficiently, including copiers, scanners, and fax machines.
Proven resourcefulness in independently finding appropriate solutions to complex operational and administrative problems, and use of initiative in implementing solutions or making recommendations. Ability to anticipate problems and take necessary actions to mitigate potential negative effects.
Strong organizational skills. Ability to prioritize workload, meet deadlines, and work with frequent interruptions under constantly changing priorities in a fast-paced operation while exhibiting extreme attention to detail and high degree of accuracy at all times.
High degree of integrity, dependability, use of sound judgment, diplomacy and resourcefulness, with a strong work ethic. Demonstrated ability to maintain confidentiality in all matters, including those related to sensitive donor relations.
Effective interpersonal and written and verbal communication skills that demonstrate correct grammar usage, syntax, edit and format. Ability to use tact, diplomacy, and discretion, with emphasis of flexibility and professionalism.
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.
Job offer is contingent upon clear background check.
Must have access of reliable transportation and a valid California Driver License to travel and transport materials to multiple work sites, including meetings and events on and off campus and within San Diego County.
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.