Job Description

Payroll Title:
EXEC AST 4
Department:
HUMAN RESOURCES DEPT
Salary Range
Commensurate with Experience
Worksite:
Hybrid Remote
Appointment Type:
Career
Appointment Percent:
100%
Union:
Uncovered
Total Openings:
1
Work Schedule:
Days, 8 hrs/day, Mon-Fri

#118986 HR Administrative Operations Manager

Filing Deadline: Fri 10/21/2022

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 09/26/22 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 10/21/22. Eligible Special Selection clients should contact their Disability Counselor for assistance.

  • This position will remain open until filled with an initial review date of 10/21/22.

  • This position offers a hybrid work arrangement, which includes a combination of onsite and remote work.

DEPARTMENT OVERVIEW

Human Resources advances a culture of inclusion and innovation by attracting top talent, building a high-performing workforce, developing skilled leaders, and fostering a vibrant and engaging climate for the people of UC San Diego. We provide campus employees with the full range of personnel services and participate in systemwide policy and decision-making. Human Resources includes CHRO Administration, Business and Fiscal Operations, and six functional domains: Talent Solutions; People Programs and Rewards; HR Strategy and Policy; People Support; Organization Effectiveness; and Data, Systems and Processes.

The CHRO’s Administration is a direct extension of the CHRO focused on advancing the excellence and culture of care for UC San Diego. The CHRO’s Administration is made up of the HR Administration Operations Manager, the Director of HR Business and Fiscal Operations, each HR Domain lead and the HR Admin Team.

The Administration is both inward and outward focused providing the CHRO advice, guidance, organization and structure. Leads in providing organization and structure within the campus HR department in support of the Department’s missions and goals and UC San Diego’s support of all employees in their employment experience.

DESCRIPTION

The HR Administration Operations Manager reports directly to the Chief Human Resources Officer (CHRO) for UC San Diego's central HR office. As part of the team which advances a culture of inclusion and innovation toward HR's People Proposition, this position will work closely with CHRO and the senior leadership team in the execution of a wide range of consulting engagements and various program/project efforts activities involving interaction with the campus senior leadership to further the department, campus & systemwide initiatives.

On a daily basis, the HR Administration Operations Manager will serve as a consultant and trusted partner to the CHRO. This position manages the CHRO's time and commitment, independently evaluating and managing shifting priorities on complex calendars. This position functions as the primary liaison between the CHRO, UC San Diego departments & central/systemwide offices, and external customers; and assists in the development and implementation of initiatives and improvements to enhance and streamline administrative processes. This position manages a high volume of communication and information, and organizes, researches, tracks, interprets, analyzes, and presents information in concise and appropriate formats for the CHRO to assist in timely responses. Ensures the CHRO is briefed for meetings and events with a wide range of individuals and groups. This position is a critical member of the CHRO's leadership team and partners with the appropriate leaders in preparing materials, rolling out new initiatives, and creating new workflows.

The HR Administration Operations Manager is independently responsible for meeting coordination, travel arrangements, other business functions, and backup for space management. In addition, this position oversees and ensures the daily administrative operations run smoothly for the CHRO's office. The position independently resolves problems associated with day-to-day administrative matters and implements changes and solutions.

This position supervises the HR Administrative Support team and manages special projects as requested by the CHRO.

QUALIFICATIONS

  • Demonstrated record of strong executive-level administrative skills that include handling complicated executive calendars and scheduling meetings. Ability to make decisions independently and to anticipate the needs of the executive. Ability to organize and coordinate executive-level calendar. Demonstrated experience in functioning independently at the highest executive assistant level, exercising outstanding professionalism, sound judgment and common sense. Ability to rapidly adapt to a wide range of leadership styles.

  • Strong project management skills. Ability to multi-task with demanding timeframes. Working experience in organizing and establishing job priorities to meet deadlines. Proven ability to work under varying deadlines and ability to remain flexible as demands and priorities change. Able to tolerate frequent interruptions. Ability to evaluate and anticipate problems and recommend solutions.

  • Advising and counseling skills. Demonstrated supervisory skills to effectively lead administrative staff with the ability to train, motivate and lead a diverse workforce, promoting an inclusive and positive work environment

  • Strong skills to communicate and influence effectively with all levels of staff, faculty, students and external constituents, both verbally and in writing. Demonstrated outstanding oral and written communication skills to communicate with a diverse population using diplomacy, flexibility and tact. Proven skill in communicating issues clearly and gathering information through appropriate consultation with a wide variety of constituents. Ability to work with diverse populations at all levels of the organization.

  • Demonstrated analytical and problem-solving skills with ability to analyze situation, identify existing or potential problems and recommend solutions. Demonstrated ability in researching, analyzing and synthesizing information in order to provide succinct summaries of relevant facts/issues.

  • General knowledge of diversity, equity, and inclusion, including the complexities of the intersections of identities including, but not limited to, race, ethnicity, gender, religious affiliation, sexual orientation, and class background. Demonstrated commitment to equity, diversity, and inclusion.

  • Strong service orientation. Extensive experience in supporting high-level leadership with complex and confidential calendaring, travel arrangements, public relations, development, special projects and community relations in a fast paced environment.

  • Solid analytical / problem-solving skills. Proven ability to research, collect, interpret and analyze financial and budget data. Skill in compiling technical and administrative information, identifying important facts and summarizing in clear, logical reports for management decisions. Demonstrated ability to analyze expenditures, recognize trends and support budgetary adjustments.

  • Strong skills to communicate effectively with all levels of staff, faculty, alumni / donors, students and external constituencies, both verbally and in writing. Knowledge of the principles of higher education and an academic institution’s organizational structure and communication channels. Knowledge of the environment and institutional complexities of a research university.

  • Ability to multi-task with demanding timeframes. Proven experience providing a full range of high-level independent administrative support combined with proven skill to coordinate complex activities and use independent judgment to organize and prioritize office functions.

  • Ability to use high-level discretion and maintain a high level of confidentiality. Ability to maintain strict confidentiality with demonstrated experience in utilizing good judgment and discretion when working with a variety of sensitive issues or highly confidential information. Ability to provide leadership in addressing complex and sensitive problems/matters.

  • Thorough knowledge of common organization-specific and other computer application programs. Advanced skills and demonstrated experience using web-based technology, spreadsheets, electronic calendaring and software to include intermediate proficiency with MS Office suite of software applications (Excel, Outlook, PowerPoint, Access, Word) and Visio (organizational chart software), Adobe Acrobat; experience with database design and maintenance. Demonstrated experience in web content management. Successful experience in researching and accessing online and web-based information from multiple databases to retrieve information, summarize findings, and process business transactions.

  • Political acumen and sensitivities to the differing perspectives and political circumstances within all levels of the organization as well as the Office of the President and external constituencies. Excellent interpersonal, written and oral communication skills, including maturity, diplomacy, tact, confidentiality and flexibility. Proven ability to interact and communicate effectively and professionally with diverse clientele.

  • Knowledge of federal regulations such as FERPA.

SPECIAL CONDITIONS

Job offer is contingent on clear Background Check.Must be willing and able to travel.Must have access to reliable transportation.Occasional evenings and weekends may be required.This position is designated as "confidential" within the meaning of the Higher Education Employer-Employee Relations Act.

Our employees enjoy competitive compensation packages and educational opportunities in a diverse, stimulating workforce. Click here for Details


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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