Administrative Operations Assistant - 141784

DEPARTMENT OVERVIEW

UC San Diego Advancement's dynamic team inspires, builds and nurtures relationships with our community - alumni, students, faculty, staff and other members of the Triton family - that increase engagement with and philanthropic support for the university.

UC San Diego Alumni Relations, a key unit within Advancement, fosters lifelong connections between alumni and the university. Guided by our values of collaboration, innovation, joy, community, and respect, Alumni Relations develops strategic, data-driven initiatives that empower alumni to engage with UC San Diego and each other throughout their lives.

For the first time in the University's history, our alumni will have a home at the Triton Alumni and Welcome Center (TAWC). The TAWC is the front porch for alumni and we will welcome our alumni back to their alma mater and engage with them in new and exciting ways during our Decade of Alumni.

POSITION OVERVIEW

The Administrative Operations Assistant serves as the operational backbone of the UC San Diego Alumni Relations department, providing comprehensive administrative support that advances alumni engagement during the Decade of Alumni.

Reporting directly to the Senior Executive Director, Alumni Engagement, with a dotted-line relationship to the Assistant Vice Chancellor, Alumni Relations, this position plays a central role in the day-to-day management of the alumni spaces/floors in Triton Alumni and Welcome Center (TAWC), serving as the first point of contact for alumni, guests, and campus partners.

The incumbent manages a broad portfolio of responsibilities, exercising independent judgment to determine and prioritize daily workload in order of urgency and importance, spanning office operations, scheduling and logistics, financial processing, human resources coordination, event support, data stewardship, and student worker supervision.

This role requires a high degree of professionalism, sound judgment, and discretion, and serves as a critical liaison between Alumni Relations and university departments including Human Resources, the Advancement Business Office, University Centers, and Information Technology.

The Administrative Operations Assistant is expected to contribute to process improvements and operational efficiencies that support a dynamic, mission-driven team committed to building lifelong connections between UC San Diego and its global Triton community.

• Demonstrated experience and proven ability to function at a high administrative level in providing executive level support while representing the University's best interests at all times.

• Proficiency in adapting computer software programs to meet needs of office. Proficient in the use of software applications necessary in administrative work, including database to retrieve current and historical information to compile reports and briefings, spreadsheets, and graphics programs and the ability to implement new systems to increase productivity, using e-mail, word processing, spreadsheet, and calendar applications.

• Demonstrated interpersonal and oral skills with the ability to interact in a positive manner with diverse and demanding clientele, volunteers, prominent social, business, and campus administrators, using a high degree of tact, diplomacy, and discretion, with emphasis of flexibility and professionalism.

• Demonstrated writing/composition/spelling/proofreading skills; excellent understanding of the rules of English grammar and syntax, to write clear, concise correspondence and briefings.

• Strong working knowledge of Excel in creating extensive and complex budget and financial reports.

• Proven excellent organizational skills. Demonstrated 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 high degree of accuracy at all times.

• Experience arranging travel, including making arrangements for transportation and lodging, preparing itineraries, processing expense reimbursement and purchase orders.

• Demonstrated ability to interact with courtesy and professionalism with a wide range of people from diverse backgrounds, both in the community and within the UC system.

• Ability to encourage and develop a collaborative and positive environment among colleagues.

• 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.

• Proven ability to utilize total quality service as a work philosophy; demonstrated willingness to work as part of a team.

• Demonstrated high degree of integrity, dependability, use of sound judgment, diplomacy and resourcefulness, with a strong work ethic.

• Demonstrated ability to operate office equipment proficiently, including copiers, scanners, and fax machines; demonstrated expertise in PC based computer software.

• Demonstrated 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.

• Experience and ability to keep easily accessible and organized records and files.

• Experience arranging complex meetings with internal and external attendees, coordinating logistics for special events, arranging catering, a/v needs, and ensuring clear communication with all attendees.

• Demonstrated competency and commitment to equity, diversity and inclusion.

• Ability to initiate and track projects and issues from inception to completion.

• Position is full time, 5 days a week, on-site, in-person.

• Must have access to reliable transportation.

• Occasional evenings and weekends may be required but under the CX guidelines and with pre-approval from supervisor.

• Must be willing and able to travel.

• Overtime and weekends may be required.

• Job offer is contingent upon satisfactory clearance based on Background Check results.