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Administrative Operations Assistant

Company: University of California - San Diego Medical Cente
Location: San Diego
Posted on: July 15, 2019

Job Description:

UCSD Layoff from Career Appointment: Apply by 07/02/19 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor. Special Selection Applicants: Apply by 07/11/19. Eligible Special Selection clients should contact their Disability Counselor for assistance. UC San Diego career employees who have passed their trial period will have priority consideration for this position. Recruiters will begin to refer qualified internal applicants after the first 7 days of the job posting. Qualified external applicants may be referred to the hiring department, if a qualified pool of internal candidates is not identified and upon the request of the hiring manager. DESCRIPTION =========== The Development Assistant will provide administrative support as well as development support for complex and confidential projects. Administrative support responsibilities include: calendar support, assisting with the preparation, research and gathering of materials and information for operational processes such as the yearly employee evaluation process and hiring process, and drafting, editing, and general office support for senior leadership. The incumbent will provide support for complex events for small, private lunches and dinners for high level donors as well as large scale receptions. Fiscal support requires gathering fiscal data, assisting in preparing budgets, and monitoring budgets for discrepancies. The incumbent will also create and maintain department contracts, purchase orders, reimbursements, travel and other expense records as assigned. Responsible for timekeeping and project support in a wide range of areas including: resource administration, strategic planning, constituent engagement and general administration management issues. As requested, manage special projects of a highly confidential and sensitive nature. Interacts with all levels of the organization, including campus executive administration, other offices of development throughout the campus, and Advancement. Responsible for independent problem solving and performing duties with high quality service, utmost courtesy and confidentiality, using a group-process approach to accomplishing work. * Occasional overtime may be required, including evenings and/or weekends that coincide with events and meetings. QUALIFICATIONS ============== * Proven experience providing senior-level administrative support, including organizing and prioritizing tasks, scheduling meetings, serving as a liaison to on and off campus entities, and managing general office needs. * Strong administrative skills to include ability to organize and prioritize tasks with strong use of initiative, sound judgment, independent thought, and precise attention to detail with high level of professionalism. * Demonstrated experience in arranging and coordinating logistics for meetings and events. Experience arranging travel, including booking, creating itineraries, and reconciling expenses. * Proven knowledge of accounting principles and practices for financial analysis of budgets. Experience in producing financial and expense reports, purchasing, accounting. Skill to monitor financial activities and transactions for report generation, purchasing, travel vouchers, accounts payable, and accounts receivable. * Excellent writing, composition, spelling, and proofreading skills. Excellent understanding of the rules of English grammar and syntax, to write clear, edit and format concise correspondence and briefings. * Proficient using software applications, including databases to retrieve current and historical information to compile reports and briefings, spreadsheets, and graphics programs. Ability to implement new systems to increase productivity, using email, word processing, spreadsheet, and calendars. * Resourcefulness in independently finding appropriate solutions to complex problems, operational and administrative, and use of initiative in implementing solutions or making recommendations. Ability to anticipate problems and take necessary actions to mitigate potential negative effects. * Demonstrated interpersonal, written and verbal communication skills that demonstrate correct grammar usage, syntax, edit and format. Proven ability to use tact, diplomacy, and discretion, with emphasis of flexibility and professionalism. * Proven ability to communicate clearly and effectively in person and on telephone in positive manner to a diverse and demanding group of people including major gift prospects, donors, volunteers, prominent social, business, and governmental figures, and campus administrators. * Solid organizational skills. Ability to prioritize workload, meet deadlines, and work with frequent interruptions under constantly changing priorities in a fast-paced operation while exhibiting extreme attention to detail and a high degree of accuracy at all times. * High degree of integrity, dependability, use of sound judgment, diplomacy and resourcefulness, with a strong work ethic. Ability to maintain confidentiality in all matters, including those related to sensitive donor relations. SPECIAL CONDITIONS ================== * Job offer is contingent upon a satisfactory clearance based on background check results. * Must have a valid CA driver's license to travel and must have access of reliable transportation. * Must be able to transport supplies and materials from vehicle to meeting and event sites using a cart or other means on and off campus and within San Diego County.

Keywords: University of California - San Diego Medical Cente, San Diego , Administrative Operations Assistant, Administration, Clerical , San Diego, California

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