Operations Assistant (Hybrid/Remote) - 116217
#116217 Operations Assistant (Hybrid/Remote)Filing Deadline: Tue 5/24/2022
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
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.
Provide administrative assistance to various departments within the Division of Extended Studies. Assists with moderate to complex financial preparations, including purchasing requisitions, expense tracking, travel event preparation, and reconciliation of delegated University cardholder expense reports. Responsible for maintaining inventory of supplies for assigned office suite, and acting as the primary point of contact for suite office equipment maintenance needs and services. Assists with event management, telephone calls, greeting visitors, and sorting mail. Prepare and trouble shoot financial transactions, maintain packing slips, and assist with coordinating shipping logistics with campus mail, FedEx, UPS, and others as needed.
Demonstrated experience preparing and reconciling travel, entertainment, procurement, and credit card expense transactions.
Proficient ability to use office software such as Microsoft Word, Excel, Outlook, Teams, and Zoom to efficiently perform basic administrative functions such as word processing, data entry/retrieval, calendaring, and communication.
Proven experience tracking expenditures and working with budgets.
Effective interpersonal, oral and written communication skills, including diplomacy, tact, and flexibility. Proven ability to communicate effectively and professionally both in person and via phone/remote means. Strong phone etiquette. Ability to present a positive impression in person, on the telephone and through e-mail.
Proven experience with event planning including effective logistical support (scheduling/calendaring, coordination, publicity, etc.) for activities such as seminars, conferences, group meetings, and job interviews.
Excellent organizational skills. Ability to set priorities and to organize a varied workload to meet deadlines despite frequent interruptions. Must be able to respond positively to shifting priorities and deadlines.
Experience providing reception duties such as greeting visitors, directing parties to the appropriate contact, coordinating shipments and deliveries, sorting mail, and maintaining professional work spaces.
Strong written skills and knowledge of English language, including grammar, spelling, and punctuation usage. Experience composing, editing, and finalizing correspondence.
Ability to maintain confidentiality and to use discretion and good judgment in handling sensitive matters. Proven ability to maintain strict confidentiality and to use discretion in handling sensitive matters.
Demonstrated experience resolving financial discrepancies by working with vendors, clients, and internal stakeholders to identify solutions and minimize future variances.
- Job offer is contingent upon satisfactory clearance based on Background Check results.
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.
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).
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.