Job Description

Payroll Title:
BLANK AST 3
Department:
EXTENSION
Hiring Salary Range
$26.16 - $28.64/hour
Worksite:
La Jolla
Appointment Type:
Career
Appointment Percent:
100%
Union:
CX Contract
Total Openings:
1
Work Schedule:
Days, 8 hrs/day, Mon-Fri

#121198 Operations Assistant (Hybrid)

Filing Deadline: Thu 2/9/2023

UC San Diego values equity, diversity, and inclusion. If you are interested in being part of our team, possess the needed licensure and certifications, and feel that you have most of the qualifications and/or transferable skills for a job opening, we strongly encourage you to apply.

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 1/30/23 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 2/8/23. Eligible Special Selection clients should contact their Disability Counselor for assistance.

DESCRIPTION

DEPARTMENT OVERVIEW

The Division of Extended Studies (DES) at UC San Diego is fully self-supporting, operating year-round (12 months of active instruction) with a budget of $47 million annually in primarily fee income. The unit has over 200 career employees, including academic, management, staff and executive, as well as represented and non-represented positions. Many casual or contract employees and student workers also serve in the organization. In addition, DES employs more than 1,000 active by-agreement instructors.

DES operates in 200,000 square feet of managed space, including a large off-campus classroom facility. The unit maintains a robust online learning platform, operating 24/7 with webcasting and video-conferencing capability. DES also has a strong web presence with e-commerce operating 24/7. There are over 60,000 enrollment transactions annually; 35,000 outreach certification transactions and 25,000 service transactions. DES supports a robust network of representatives, agents, and students (both residential and online) around the globe. Along with all of this, DES operates two television stations, a variety of public lecture programs and is active in federal, state, local, and private research and technical assistance programs and activities.

As of Fall 2020, the University has assumed ownership of a major downtown center for which DES is taking full financial and programming responsibility. The 66,000-square-foot building will support a rich mix of campus-based and community programs reflecting the teaching, research and public service mission of UC San Diego: classroom instruction, continuing education, arts and cultural performances, civic events and collaborative community projects.

POSITION OVERVIEW

Operations Assistant for the Division of Extended Studies. Prepare travel arrangements, process requisitions, reimbursements, and assist with reconciling delegated University cardholder expense reports. Respond to inquiries from prospective and current students, faculty, vendors, and staff. Assist with event management. Prepare and trouble shoot financial transactions. Interpret DES policies and serve as resource to department staff. Work closely with, communicate, and train, when necessary, students, program staff, and directors in DES departments, and all contracted staff, instructors, and key campus departments, to ensure thatprogrammatic and financial needs are met for DES courses. Schedule meetings and draft correspondence. Maintain skills and knowledge to current practices and procedures.

  • A cover letter is optional, but strongly encouraged.

  • This position offers a hybrid (remote/on-site) work arrangement.

  • This position is at Extension's Campus on Villa La Jolla Dr. location. No parking fees.

QUALIFICATIONS

  • Proven experience coordinating high-volume travel logistics for multiple individuals, which includes reconciling travel receipts, verifying allowable reimbursements, and communicating policies to travelers.

  • Demonstrated proficiency with office software such as Microsoft Word, Excel, Access, Outlook, Teams, and Zoom to efficiently compose documents, create spreadsheets, generate reports, respond to e-mail, and communicate with staff.

  • Demonstrated experience working with budgets and monitoring/tracking expenses.

  • Demonstrated ability in creating purchase orders, communicating with vendors, and maintaining office equipment (calling vendors to schedule repairs, ongoing routine maintenance, identifying any potential repair needs)

  • Excellent written and verbal communications skills and interacting in a professional manner with a variety of personality types at the student, instructor, contractor, client, peer, and supervisory levels.

  • Demonstrated attention to precise detail and accuracy.

  • Excellent basic office and clerical skills including typing, filing, and telephones.

  • Proven ability to work independently to manage workload priorities based on shifting deadlines and tasks.

  • Demonstrated ability to work cooperatively as a member of a team and in a customer service environment.

SPECIAL CONDITIONS

  • Background check is required for this position.

  • Duties may require direct contact with children (defined as individuals under the age of 18); completion of the Child Abuse and Neglect Reporting Act (CANRA) training and form will be required.

Pay Transparency Act Full Salary Range: $40,700 - $78,258 Annually

The University of California, San Diego is required to provide a reasonable estimate of the compensation range for this role. This range takes into account the wide range of factors that are considered in making compensation decisions including but not limited to experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. It is not typical for an individual to be offered a salary at or near the top of the range for a position. Salary offers are determined based on final candidate qualifications and experience. The full salary range for this position is defined as the Full Pay Range. The budgeted salary or hourly range that the University reasonably expects to pay for this position defined as the Expected Pay Scale. Placement within the Expected Pay Scale is determined by internal equity, relevant qualifications, and collective bargaining agreements (when applicable).


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

Please click on the link below to apply for this position. A new window will open and direct you to apply at our corporate careers page. We look forward to hearing from you!

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