Office Manager - 112194
#112194 Office ManagerExtended Deadline: Fri 1/28/2022
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 10/6/27 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.
Special Selection Applicants: Apply by 10/18/21. Eligible Special Selection clients should contact their Disability Counselor for assistance.
Job posting will remain open until position is filled.
Under supervision of the Director of OASIS, manage day-to-day operations to include facilities matters, IT, purchasing, space reservations, and administrative procedures including oversight of the front desk and reception area. To aid in achieving operational goals, recruit and train a team of student staff, manage work schedules and provide work direction.
Responsible for supply/equipment requisitions, travel expenses, reimbursements, account receivables, fiscal tracking, expense projection, and reporting. Liaise with SRS business office on fiscal, payroll, personnel, and timekeeping processes. With training from the SRS business office, assist with OASIS budget and purchasing for all OASIS staff and programming. Serve as unit safety coordinator. Interpret, implement, and disseminate policies, procedures, and regulations. Manage office records and maintain files in-house and on cloud filing systems.
Create content for, monitor and update online newsletters, listservs, marketing collateral, websites, and social media channels. Maintain and update OASIS website, social media accounts, correspondence, and handle highly confidential and sensitive student information.
Provide support in reporting and data stewardship which includes gathering data, data entry, and summarizing assessment and evaluation results for quarterly and monthly program reports and overall program satisfaction surveys. Compile and analyze data to prepare reports for Director.
Interact with UC San Diego students, staff, parents, program providers, and the general public as first point of contact on behalf of OASIS. Represent OASIS at outreach events and on campus-wide, division-wide, and unit-wide committees. Assist Director providing project management support - tracking deadlines and action items; research and prepare background material(s) and briefings for meetings.
- Position offers a flexible schedule with Hybrid remote options available.
Cover letter required along with the online application and resume.
Demonstrated administrative and office management skills. Experience observing and evaluating systems/processes, including the ability to identify the cause and outcome of a problem; the ability to investigate and then identify the key causes, and pose possible solutions, while soliciting input from others and from supervisor.
Skill in leading, motivating, training and providing work direction to student employees with ability to evaluate workload and resources to plan and organize day-to-day activities through delegation. Demonstrated ability to hire, train, supervise, and schedule work of student front office assistants.
Knowledge of standard office operations from ordering and maintaining supply inventory to understanding program budgets and general accounting practices, sufficient to monitor and adhere to policy on travel, reimbursement, purchasing, etc and experience explaining organizational guidelines to those submitting requests for purchasing and reimbursement.
Experience with event planning to support Director and others with conferences, workshops, lectures, job fairs, study jams etc. Project management skills to ensure coordinated effort and communication of self and others to ensure effective event implementation and delivery.
Strong experience in business application software including: MS Word, Outlook, Access, Excel, PowerPoint, web-based programs, browsers, electronic mail, databases, and computerized scheduling and reservation system (calendar and meeting matrix).
Extremely strong organizational skills with demonstrated experience in setting priorities, accomplishing multiple tasks simultaneously, producing timely results, and meeting deadlines, in a varied demand work environment while maintaining an extremely high level of attention to detail and accuracy.
Experience working efficiently in a busy, service-oriented office atmosphere with frequent interruptions, varied work assignments, and fluctuating priorities. Demonstrated skill in customer service practices to include assessing, understanding, exceeding customer needs and making relevant referrals to other departments, programs, and/or services.
Demonstrated ability to interpret, implement, and communicate administrative policies and procedures.
Ability to accurately and rapidly review and process a large volume of materials dealing with a broad spectrum of issues with proven skill in researching, compiling, organizing, interpreting and selecting data and materials from various sources to effectively prepare reports or share information.
Demonstrated ability using spreadsheets and database applications to create, modify reports, charts and grids. Ability to compile data and analyze data/evaluations to recommend and implement per programmatic/operational need.
Proven ability to work independently and effectively with minimal supervision; make decisions; accurately anticipate executive needs; take initiative; learn quickly; demonstrate flexibility; and maintain professional composure while working under pressure of frequent interruptions and changing priorities.
Demonstrated superb interpersonal and communication skills to successfully interact with a variety of people, including staff, students, academics, high-level executives, civic leaders and members of the community from diverse cultures and backgrounds.
Extremely strong teamwork, collaboration, and cooperation skills with demonstrated ability to successfully resolve conflicts in a professional manner. Ability to work well as a team member and foster and maintain cooperative working relationships, remaining attentive to ideas, recognizing responsibilities, and actively participating with others to accomplish assignments and achieve goals.
Ability to communicate and interact effectively with faculty, staff, graduate students, visitors and the general public using diplomacy, tact and flexibility in a variety of circumstances. Experience focusing on goals to be achieved rather than focusing only on activity.
Excellent written communication skills with demonstrated ability to effectively compose, edit, and proofread letters, memoranda, agendas, and summary reports with clear and concise expression, proper grammar, style, format, and punctuation.
Job offer is contingent on clearing a Background Check.
Must be able to work overtime and occasional weekends as needed to support programs and events.
Cover letter required along with the online application and resume.
Job offer is contingent on successful engagement in the UC COVID-19 Vaccination program (fully vaccinated with documented proof or approved exception/deferral).
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.