ADMINISTRATIVE ASSISTANT
UC San Diego
ADMINISTRATIVE ASSISTANT
Filing Deadline: Thu 9/2/2021
Salary Range: $21.36 - $23.23 / Hour
Under general supervision of the Custodial Operations Senior Manager, the Administrative Assistant will perform and be responsible for all planning, coordination, and administrative tasks relating to the Custodial Operations Services. This includes office management including filing system maintenance, independently creating/maintaining computerized databases, data entry, word processing, tracking/processing invoices, scheduling meetings and training sessions, and maintaining unit calendar. The Administrative Assistant will also coordinate purchasing activities for the Custodial Operations Services as well as prepare correspondence, forms, and paperwork for signature/approval. Utilizes a variety of computer applications to include Microsoft Suite (Word, Access, Excel, Outlook, PowerPoint, and Publisher), Integrated Financial Information System (IFIS), Kronos, and FinancialLink. Excellent communication, customer service, and telephone skills required for heavy contact with a diverse group of staff and vendors. Thorough knowledge of University policies, procedures, and office forms is required. Functions in the absence of his/her supervisor. Must drive University vehicle (or electric cart) to inspect units or run errands.
Housing Dining Hospitality (HDH) is a self-funded, large and complex campus department consisting of 7 divisions, with over 700 career employees, 1000 to 1200 student employees and an annual operating budget greater than $200 million. HDH provides housing for approximately 18,000 undergraduates, grad students, faculty, staff and their families in over 400 buildings covering over 8 million sq. ft. HDH is in the midst of implementing an aggressive building plan which added 10,000 new beds in the next 10 years and will almost double our square footage by 2032.
Currently, HDH houses 38% of UCSD’s enrolled students with a goal of housing 65% by 2032. HDH provides maintenance and repair, contract meals/meal plan management, as well as retail food service, conference services and catering services to residents, students, faculty, staff, and campus visitors.
Housing/Dining/Hospitality commits to facilitating an equitable, diverse and inclusive environment, fostering a sense of belonging for our students and staff. As HDH we understand, each unique individual with their varied thoughts and experiences is what makes our department strong. Aligning with UC San Diego’s Office for Equity, Diversity, and Inclusion strategic goals, Housing/Dining/Hospitality is proud to promote and create opportunities for greater equity, diversity and inclusiveness within our division.
Responsible for the operating needs of the department require varied work schedules, (i.e., a.m., p.m., and/or weekend shifts and/or 10 hour workday). Employees may be required to take off (vacation or temporary layoff) during scheduled operational shutdown periods, such as Christmas, Spring & Summer breaks. Required to wear radio phone during work hours.
Please visit our website: https://hdhhome.ucsd.edu/
QUALIFICATIONS
• Knowledge of the theories, principles and practices of accounting and budgeting. Ability to accurately interpret data and financial purchasing history, and effectively disseminate the information to locate trends, prepare reports, and make inferences. Strong business math skills required.
• Advanced skills and experience using Excel as a financial tool with heavy use of formulas.
• Demonstrated excellent PC-computer skills and experience in the use of the Microsoft Outlook email system as a primary form of communication and scheduling.
• Advanced skills in data entry and analysis, using spreadsheet software, creating reports and conducting web searches. Accomplished skills in navigating the Internet for research and information retrieval.
• Demonstrated analytical and problem solving skills; ability to identify potential problems, recommend solutions for modifications, and evaluate results.
• Proven ability to multi-task, work independently, meet deadlines, and apply reason and judgment for prioritization of projects as demands and priorities change.
• Demonstrated ability and skill to identify and comprehend complex written ideas, situations, and concepts, and effectively communicate results.
• Experience in independently researching, compiling, organizing, and interpreting information and data of varying complexity from various sources to be used in large and long term projects.
• Demonstrated ability to process a large volume of documents with accuracy in a timely manner.
• Ability to coordinate and prioritize workload. Proven organizational skills and problem solving abilities using independent judgment.
• Ability to build and maintain customer and vendor relations through a professional approach in handling service needs and problems.
• Ability to interact and communicate with a diverse customer base, in a helpful, effective and informative manner in person, electronically, and on the telephone, demonstrating tact and diplomacy.
• Skilled to operate standard office equipment to include: computer, electric typewriter, 10-key adding machine, various printers, fax machine, copier machine, telephone, and voice mail.
• Demonstrated knowledge and ability to use word processing, database, spreadsheet, e-mail, and desktop publishing software, preferable Microsoft Office Suite (Word, Access, Excel, Outlook, PowerPoint, and Publisher). Knowledge in the use of FinancialLink and Kronos preferred.
• Ability to proofread work to ensure accuracy of grammar, punctuation, and spelling.
• Excellent general office and administrative skills.
• Proven ability to work independently and to compile and analyze data.
• Ability to complete forms thoroughly, accurately, and follow-up independently according to UCSD and departmental procedures.
• Proven ability to exercise tact, mature judgment, confidentially, diplomacy, and flexibility to promote a positive environment and job effectiveness.
• Ability to maintain acceptable work habits with attention to details. Practice punctuality and maintain regularity of attendance.
SPECIAL CONDITIONS
• Job offer is contingent upon satisfactory clearance based on Background Check results.
• Must have a valid California Driver's License to drive a University vehicle and participate in the DMV Pull Program.
Our employees enjoy competitive compensation packages and educational opportunities in a diverse, stimulating workforce. Click here for Details - https://employment.ucsd.edu/benefits
Job offer is contingent on successful engagement in the UC COVID-19 Vaccination program (fully vaccinated with documented proof or approved exception/deferral).
Apply Online
http://50.73.55.13/counter.php?id=206120
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