DEPARTMENT OVERVIEW

Join the Residential, Retail and Supply Chain Services (RRSS) team at UC San Diego, a dynamic and innovative campus department dedicated to delivering exceptional service to the university community. As a valued RRSS team member, you will be contributing to a broad and complex organization consisting of five key units: Housing, Dining and Hospitality (HDH), Integrated Procure-to-Pay Solutions (IPPS), the UC San Diego Bookstore, Triton Print & Digital Media, and the Early Childhood Education Center (ECEC). With a focus on innovation and customer satisfaction, RRSS aims to inclusively meet the diverse needs of the UC San Diego community while fostering a sense of belonging for our students and staff.

POSITION DESCRIPTION

As a Hospitality and Conference Operations Assistant one will be responsible to assist our leadership team in the day-to-day onsite operations of individual Hospitality Information locations and the ability to assist in conference service operations. Both domains within this position require a high level of administrative support and flexibility. Operational duties for both areas will consist of the assistance in oversight of student staff, meeting support, policy and procedure development, conference client interaction, assistance in conference planning/execution, front desk reception, campus community communication, student residential support, and more. Along with assisting our department leadership team the Assistant will also need to be able to work independently on projects related to both the Hospitality Information locations and conference services.

The Hospitality Information locations operate like a front desk of a hotel. Within the Hospitality Information locations, the Hospitality and Conference Operations Assistant Lead will be assigned to assist in the organization of daily operations of the front desk, mail service procedures, and residential operations (key allocation, check-in/outs, and campus community relationships). Provide administrative support on a variety of administrative and customer service-related issues. These duties require and extensive understanding of front desk reception and an understanding of software utilization (conference software, housing software, Microsoft, Google, and other programs). Along with these duties the Assistant will help to supervise, hire, train, and evaluate student staff.

Along with assisting in the operations of Hospitality and Information locations, during the summer season the Hospitality and Conference Operations Assistant will assist in summer conference operations. Due to conference logistics, this role will require the Assistant to be flexible and efficient in working in a multitude of conference locations across campus. Conference duties can be similar to that of the Hospitality Information locations but with an emphasis on conferences. Duties will include client interaction, guest check-in/outs, conference logistical planning, campus partner communication, meeting support, development of conference operational procedures, and more.

QUALIFICATIONS

• Experience as an administrative assistant in a property management/residential leasing office setting.

• Demonstrated ability to work efficiently in a busy, service oriented office atmosphere with frequent interruptions, varied work assignments, and fluctuating priorities while meeting deadlines.

• Ability to build and maintain customer and vendor relations through a professional approach in handling service needs and problems.

• Ability to use personal computers and various software applications including spreadsheets, word processing, relational databases, desktop publishing, and e-mail.

• Ability to interact and communicate with a diverse customer base, in a helpful, effective and informative manner in person, electronically, and on the telephone, demonstrating tact and diplomacy.

• Demonstrated ability to process a large volume of documents with accuracy in a timely manner.

• Proven ability to exercise tact, mature judgment, confidentially, diplomacy and flexibility to promote a positive environment and job effectiveness.

• Ability to maintain acceptable work habits with attention to details. Practice punctuality and maintain regularity of attendance.

• Ability to work independently and to compile and review data for completeness and accuracy.

• Ability to proofread work to ensure accuracy of grammar, punctuation, and spelling.

• Demonstrated skill for detail and accuracy.

• Ability to coordinate and prioritize workload. Proven organizational skills and problem solving abilities using independent judgment.

• Ability to complete forms thoroughly, accurately, and follow-up independently according to UC San Diego and departmental procedures.

SPECIAL CONDITIONS

• May be required to work occasional overtime including some weekends. May be required to work alternate work hours and shifts, including weekends.

• Job offer is contingent upon satisfactory clearance based on Background Check results.

• To drive UC vehicle, must have current California driver license, maintain good driving record and participate in the DMV pull program.

Must comply with CANRA requirements: This position has been identified as a Mandated Reporter pursuant to the California Child Abuse and Neglect Reporting Act and requires immediate reporting of physical abuse, sexual abuse, emotional abuse, or neglect of anyone under the age of 18. It is the responsibility of the Mandated Reporter to ensure that they obtain proper training in order to fulfill their reporting responsibilities as required by the California Child Abuse and Neglect Reporting Act and University policy, and to complete and submit the required reports to the UC San Diego Police Department without delay.