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Special Selection Applicants: Apply by 07/30/2021. Eligible Special Selection clients should contact their Disability Counselor for assistance.
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Under general supervision, the incumbent will provide administrative support to the Facilities Management Building Operations Division including, but not limited to the Campus Research Machine Shop (CRMS), Trades/Zones Maintenance, and Recharge Projects Team. Act as point-of-contact for inquiries from Talent Acquisition, campus customers, and division employees. Receive and respond to incoming communications and review and determine appropriate action and referral, routing and deadline for correspondence including urgent requests.
Maintain follow-up system to ensure that deadlines are met. Maintain electronic mail log and hard copy files and provide regular updates. Maintain and regularly update calendars for Building Operations Assistant Director, Superintendents and Supervisors. Research and evaluate sources for supplies and services, prepare purchase requisitions, review invoices for accuracy, and reconcile with correct index. Place orders for and maintain office supplies and equipment. Review Building Operations monthly financial statements, generate reports, and look for anomalies or discrepancies and notify Supervisor.
May be required to work overtime.
Experience providing administrative services and clerical support to an operational unit and/or administrator.
Demonstrated experience scheduling and coordinating meetings and conferences.
Experience working with generally-accepted accounting principles and practices and ability to perform basic financial calculations and analyses.
Experience composing documents, letters and reports utilizing appropriate format and style, correct grammar, spelling and punctuation. Proven ability to proofread material for correct grammar, spelling and punctuation.
Experience with web-based technology, database management, electronic calendaring, spreadsheet, and word-processing programs (MS Office Suite). Ability to gather and manipulate data to create and organize reports from varying University intranet programs.
Demonstrated ability to update procedural manuals and implement new and/or revised administrative policies and procedures.
Proven ability to assess problems and procedures, identify and communicate issues, evaluate options within the parameters of established policy and procedures, consider consequences and recommended solutions.
Strong organizational and administrative skills with experience setting priorities and meeting deadlines in a demanding, multi-faceted environment while maintaining a high level of attention to detail and accuracy.
Demonstrated ability to utilize sound, independent judgment and respond quickly to emergency situations. Adept at prioritizing, anticipating needs and making independent decisions where precedent may not exist.
Excellent communication skills, both verbal and written. Ability to communicate ideas and issues clearly, concisely and accurately. Ability to deal effectively with high-level administrators, staff, students, contractors and diverse populations at various levels of the organization.
Effective use of tact, diplomacy and confidentiality when scheduling appointments and meetings and screening phone calls.
DOJ/FBI Background clearances required prior to hire.
UC San Diego is an academic powerhouse and economic engine, recognized as one of the top 8 public universities by U.S. News and World Report. Innovation is central to who we are and what we do. Here, students learn that knowledge isn't just acquired in the classroom - life is their laboratory. UC San Diego's rich academic portfolio includes six undergraduate colleges, five academic divisions and five graduate and professional schools. The university's award-winning scholars are experts at the forefront of their fields with an impressive track record for achieving scientific, medical and technological breakthroughs.