DESCRIPTION

The Development Assistant will provide administrative support as well as development support for complex and confidential projects. Administrative support responsibilities include: calendar support, handling a large volume of mail discriminately, 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. 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, faculty, other offices 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 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.

QUALIFICATIONS

• Demonstrated 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 administrative skills to include the ability to organize and prioritize tasks with strong use of initiative, sound judgement, independent thought, and precise attention to detail with high level of professionalism and service.

• Demonstrated interpersonal, written and oral communication skills that demonstrate correct grammar usage, syntax, edit and format, with the 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.

• 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.

• Demonstrated 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.

• Proven organizational skills. Demonstrated 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.

• Demonstrated writing/composition/spelling/proofreading skills; excellent understanding of the rules of English grammar and syntax, to write clear, concise correspondence and briefings.

• 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.

• 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.

• Encourage and develop a collaborative and positive environment among colleagues. Strive to maintain a climate of fairness, cooperation and professionalism. Commitment to the highest standards of civility and decency toward all. Committed to promoting and supporting a community where all people can work and learn together in an atmosphere free of abusive or demeaning treatment.

• Demonstrated competency and commitment to equity, diversity and inclusion.

SPECIAL CONDITIONS

• Must have access to reliable transportation to travel and transport materials to multiple work sites, including meetings and events on and off campus and within San Diego County.
• Occasional overtime may be required, including evenings and/or weekends that coincide with events and meetings.
• Must be able to transport events supplies/materials from vehicle to event site using a cart or other means.