Operations Administrative Assistant III - 114462
#114462 Operations Administrative Assistant IIIExtended Deadline: Fri 5/20/2022
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 02/14/22 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.
Special Selection Applicants: Apply by 02/24/22. Eligible Special Selection clients should contact their Disability Counselor for assistance.
The Rady School of Management provides business education through its many graduate business degree programs, PhD program, and undergraduate business program. The Rady School's values are excellence, innovation, collaboration and integrity. The Rady School is a highly participatory, high energy, upbeat student-centric environment with high-achieving students and an engaged, team-oriented staff.
This position is the "front door" to the Rady School of Management, greeting, welcoming, and directing all visitors, including prospective students arriving for admission interviews, candidates for job interviews, new employees, corporate visitors, and vendors. This position responds to general inquiries for information via email and phone, and reserves parking for visitors . The Operations Administrative Assistant III provides primary oversight of the master calendar for a variety of conference rooms and schedules multiple rooms using Outlook.
This position sorts and delivers mail, produces documents & spreadsheets, and orders office supplies. This position is also responsible for inventorying and ordering of general office & kitchen supplies for graduate programs.
This position provides a wide range of administrative support to the Director of Facilities/Operations including ordering a large range of cleaning supplies and arranging for payment, verification and online processing of vendor bills, and reconciliation of credit card charges. The position may order furniture and schedule the arrival and unpacking of furniture. When needed, the Operations Administrative Assistant III triages emails and phone calls from colleagues needed facilities support, interacting with our stellar, onsite custodians and possibly contacting campus services at the direction of the Director of Facilities and Operations.
In addition, the position interacts with people within the UCSD community and from the general San Diego community by providing information regarding Rady School conference space availability, suitability, cost, and event services. The position solicits client's needs for support services (IT, AV, furniture set up, catering, parking, specialized furniture/equipment, linens) and identifies and explains meeting room options based on client needs.
Very rarely needed to work prescheduled overtime including evenings and some weekends due to special events (graduation, preterm/orientation, other special events). Also, must coordinate lunch/breaks with colleagues.
- Please submit a cover letter for a complete application.
Experience responding to customer inquiries for information via email, phone, and in person, using customer service skills. Experience problem-solving for visitors who are lost or who are seeking directions.
Experience providing a variety of administrative support including organizing information via spreadsheets, document creation, filing, proofreading, data entry, distribution of mail, ordering supplies, etc. Experience using initiative to research a wide variety of online information including supplies, vendors, UCSD campus services, etc.
Strong Outlook experience calendaring and prioritizing multiple people, rooms, or resources. Experience juggling complex schedules or recurring meetings with absolute accuracy; experience doublechecking work and proactively searching fo possible scheduling conflicts or oversights.
Experience working as an onsite receptionist greeting and directing a wide variety of visitors, including high level VIPs. Experience demonstrating a welcoming, helpful, professional demeanor. Experience triaging people, phone calls, and incoming email messages.
Experience organizing non-financial information (example: work orders, inventory, invoices, travel plans, contracts, client lists, etc) using Excel. Experience tracking information using and updating Excel. Experience using online financial systems to pay bills, reconcile expenses, assign expense codes.
Experience preparing for events including managing RSVP lists, ordering or confirming events logistics such as space planning, catering, room reservations, parking arrangements for visitors.
Experience ordering supplies from different vendors. Experience paying invoices.
Experience using email to communicate with customers; the ability to use proper grammar, spelling, etc to communicate a message using a helpful tone and a polished manner.
Experience making travel arrangements, creating itineraries, and reconciling expenses.
Experience generating name badges, tent cards, mailing labels. Experience managing a RSVP list, arranging support services like parking, catering, IT/AV support for small meetings or events.
Experience with event space organization. Experience responding to questions about event space capacity, cost, etc.
Experience or familiarity with facilities/custodial requests for service/issues. Experience triaging requests for facilities/custodial services. Experience demonstrating a customer service attitude when responding to callers with requests for facilities/custodial support (or similar).
Experience using the UCSD Oracle Financial Cloud to process financial documents; experience using the UCSD Concur system for online processing of other documents.
- Job offer is contingent on clear Background Check.
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.