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Administrative Assistant 2 (Confidential) at University of California - San Diego in San Diego, California

Posted in Other 30+ days ago.

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Type: Full Time





Job Description:

#103629 ADMINISTRATIVE ASSISTANT 2 (CONFIDENTIAL)

Filing Deadline: Wed 2/5/2020

UCSD Layoff from Career Appointment: Apply by 01/27/20 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 02/05/20. Eligible Special Selection clients should contact their Disability Counselor for assistance.

A cover letter is required for a complete application.

DESCRIPTION

Under supervision of the Office of Research Affairs (ORA) Administrative Coordinator, and serving as a member of the Administrative Service Core, the Administrative Assistant 2 is responsible for organization and management of complex calendars for members of the ORA senior management team, demonstrating the highest level of professionalism, attention to detail, prioritization, sound judgment, and customer service.

The Incumbent will coordinate national and international travel arrangements, itineraries, etc. for members of ORA. Responsible for reimbursements, including travel, PayAuth, MyEvents, personal mileage requests, and others, for staff members of ORA.

The incumbent will provide general office support including responding to inquiries via phone and email, monitoring and ordering office supplies, serve as the contact person for maintenance services, electronic and paper filing system maintenance, data entry, word processing, tracking invoices, maintaining ORA conference room calendar, and preparation of standing reports. Serve as ORA Receptionist, including client-centric relations for a diverse range of visitors (faculty, staff, students, high officials, deans, international guests).

In addition, the incumbent will provide back-up support as needed to others on ORA admin teams, and will participate in the planning and coordination of ORA events, meetings, site visits, etc. Incumbent will be responsible for coordinating phases of work with others and for resolving problems based on interpretation of established University policies and procedures. Incumbent must maintain confidentiality and practice good judgment.

Work schedule will be:
8:00 a.m. to 4:30 p.m. Monday - Friday. Occasional overtime may be required.

~ This is a position that is not covered by the Higher Education Employer-Employee Relations Act (HEERA), because they are: 1) Confidential meaning employee's duties normally require access to confidential information which contributes significantly to the development of management's positions in bargaining or grievances.

QUALIFICATIONS

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Demonstrated experience and proven ability to maintain complicated calendars and skill in coordinating and maintaining a complex calendar of events, schedules, and meetings.
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Demonstrated experience making travel arrangements and processing expense reimbursements.
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Working knowledge of administrative procedures and processes including word processing, spreadsheet and database applications.
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Skill in independently researching, compiling, organizing, interpreting and selecting data and materials from various sources (including online sources). Skill to organize data into forms that are easily understood and logical.
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Effective written communication skills. Skill to compose, proofread, edit and finalize correspondence, memos, and reports; type with reasonable speed and accuracy. Knowledge of proper format/styles for correspondence, forms and other documents. Knowledge of correct English grammar, spelling, punctuation, and usage.
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Strong critical thinking, multi-tasking and time management skills. Proven ability to organize and prioritize work to meet changing deadline and multiple activities.
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Demonstrated ability to communicate clearly, effectively and professionally, in person, in writing, via phone and email. Effective verbal communication skills, including active listening.
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Excellent interpersonal skills, including proven ability to exercise tact, poise, mature judgment, diplomacy, and flexibility to promote positive working relationships and job effectiveness. Experience interacting with a wide population of differing backgrounds and needs.
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Demonstrated experience reconciling and processing invoices and expenses.
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Skill in managing sensitive and confidential information regarding bargaining unit issues.

PREFERRED:

* Ability to learn and use various UCSD campus online tools including, MyTravel, MyEvents, Blink, Marketplace, and FinancialLink, Pay Authorization and Express card

SPECIAL CONDITIONS

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Job offer is contingent upon a satisfactory clearance based on background check results.
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Occasional overtime may be required.

Duties may require direct contact and/or supervision of children (defined as individuals under the age of 18); completion of the Child Abuse and Neglect Reporting Act (CANRA) form will be required.

This position is designated Confidential within the meaning of the Higher Education Employer- Employee Relations Act.

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

UC San Diego is a smoke and tobacco free environment. Please visit smokefree.ucsd.edu for more information.