UCSD Layoff from Career Appointment: Apply by 8/11/17 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor. Eligible Disability Counseling and Consulting services (DCC) or Special Selection clients should contact their Vocational Rehabilitation 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.
Under supervision of the Assistant Director of Events for Alumni, the Administrative Events Assistant is responsible for providing executive level support, as well as support for complex and confidential projects. General events administrative support responsibilities include RSVP management, calendar support, arranging travel, processing and tracking expenses, assisting in the preparation, research and gathering of materials and information for meetings and events, and drafting, editing and proofreading correspondence, briefings and reports for senior university officials. Incumbent will interact with all levels of the organization, serving as liaison between the Events team, the Business Office, the Alumni management team and all entities across UC San Diego, within the UC system, alumni, volunteer and outside organizations
Responsible for project support in a wide range of areas including resource administration, strategic planning, community engagement and general administrative management issues. Project support also requires gathering fiscal data, assisting in preparing budgets, and monitoring budgets for discrepancies. Will also provide support and recommendations in procedural and process areas for the UC San Diego Alumni Association and Alumni, and make recommendations for developing internal control processes and practices.
While performing his/her duties, the incumbent must demonstrate a high degree of professionalism in a rapidly changing, time-pressured environment, conduct special projects and studies as directed, and assume other related responsibilities as assigned.
Must have access to reliable transportation.
Occasional evenings and weekends may be required.
Demonstrated interpersonal, written and oral skills with the ability to interact in a positive manner with diverse and demanding clientele, including alumni donors, volunteers, and campus administrators, using a high degree of tact, diplomacy, and discretion, with emphasis on flexibility and professionalism. Demonstrated excellent customer service skills.
Proficiency in adapting computer software programs and the internet to meet needs of office. Proficient in the use of software applications necessary in administrative work, including spreadsheets, and graphics programs with the ability to implement new systems to increase productivity, using e-mail, word processing, spreadsheet, and calendar applications.
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.
Demonstrated ability to operate office equipment proficiently, including copiers, scanners, and FAX machines; demonstrated expertise in PC based computer software.
Experience arranging travel, including making arrangements for transportation and lodging, preparing itineraries, processing expense reimbursement and purchase orders.
Experience and ability to keep easily accessible and organized records and files.
Demonstrated experience and proven ability in providing executive level support. Experience handling a complex and busy executive calendar.
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 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.
Ability to encourage and develop a collaborative and positive environment among colleagues.
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.