Job Description

Payroll Title:
BLANK AST 3
Department:
JACOBS SCH. OF ENGINEERING
Hiring Salary Range
$24.68 - $26.39 / Hour
Worksite:
Campus
Appointment Type:
Career
Appointment Percent:
100%
Union:
CX Contract
Total Openings:
1
Work Schedule:
Variable, 8 hrs/day, Monday-Friday; Tuesday-Saturday

#118103 Financial and Operations Manager, Engineering Exec

Filing Deadline: Thu 8/18/2022

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 8/8/22 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 8/18/22. Eligible Special Selection clients should contact their Disability Counselor for assistance.

Job posting will remain open until a suitable candidate has been identified.

DESCRIPTION

Provide high level administrative support to the Director and Program Coordinators for the Master of Advanced Study (MAS) Programs, Jacobs School of Engineering. Currently there are three professional master’s degree programs at the Jacobs School of Engineering.

Responsible for administrative aspects of MAS program activities including, but not limited to: financial tracking and reporting; processing financial documents; preparing student invoices and grade reports/receipts; preparing/modifying calendar/schedules for students; preparing applications packets for admissions review; and other financial and student-related support activities. Associated responsibility includes design, creation, and maintenance of databases, collateral, websites and other platforms which serve as primary information sources for a broad range of stakeholders.

Provide ongoing executive assistance for various activities related to the promotion, marketing, and visibility of the Executive Education/MAS Program at the Jacobs School of Engineering. In performance of these duties, individual must demonstrate a high degree of professionalism and adaptability in a rapidly changing environment. Duties require independent judgment, strong organizational skills, exceptional communication and exemplary customer service.

Cover letter required for a complete application.

QUALIFICATIONS

  • Demonstrated extensive administrative experience in an office environment providing executive administrative support.

  • Strong analytical, problem-solving, and organizational skills with a strong attention to detail and proven ability to establish workload priorities. Proven experience in assuming responsibility and working independently to resolve problems.

  • Demonstrated skill to produce, from drafts provided, correspondence and reports using correct English grammar, punctuation, spelling, and proofreading. Demonstrated ability to keep accurate orderly files and records.

  • Demonstrated proficiency in using word-processing, spreadsheet and database programs using Microsoft Word, Excel, ACCESS, (Synchronize, Millennium preferred) and shared files. Working knowledge of graphics layout and presentation of materials. Experience using Adobe Programs, Illustrator, Photoshop, Pagemaker and Acrobat.

  • Demonstrated interpersonal skills and strong, demonstrated ability to communicate in oral and written form for effective interaction with individuals associated with the university and private sector at various levels. Skill in listening, anticipating, and responding to the needs of customers to achieve excellent customer service measured by outcomes rather than activities.

  • Demonstrated research and analytical skills to recognize problems, present alternatives, implement solutions and follow-through to ensure effective change.

  • Experience in scheduling and coordinating logistics for meetings, conferences, symposia, workshops and luncheons for small to large groups of people; ability to solve unexpected logistical problems and to make last minute decisions.

  • Strong sense of ethical conduct that will inspire confidence with colleagues while maintaining confidentiality in all matters.

  • Skill at setting priorities and accomplishing tasks in an environment with frequent interruptions and changing priorities. Skill in coordinating complex administrative activities by determining the time, place, and sequence of actions to be taken.

  • Ability to research, gather, and organize information to produce concise reports using relational databases. Experience using the internet and web browsers; ability to research topics and summarize findings. Successful experience working online to retrieve information and process business transactions.

  • Ability to maintain confidentiality and use discretion in handling sensitive matters. Skill in coordinating complex administrative activities by determining the time, place, and sequence of actions to be taken.

  • Prior special events experience in a team environment.

  • Demonstrated tact, diplomacy, and discretion on a wide variety of complex and sensitive issues. Position requires the ability to be proactive and use creativity.

  • Demonstrated understanding of philosophy of quality service and group process with proven aptitude to work as part of team. Foster the Principles of Community.

  • Experience in establishing and maintaining complex filing system.

  • Experience using standard office equipment such as copier, fax, typewriter, and basic calculator.

  • Strong computational skills sufficient to track expenditures and manage budgets.

SPECIAL CONDITIONS

  • Access to transportation.

  • Shifted work schedule - every other Saturday during the academic year (~end of September to mid-June)

  • Must be able to work occasional evenings.

  • Background check required.

  • Cover letter required for a complete application.


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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