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#88090 Building Operations Administrative Support

Filing Deadline: Fri 6/2/2017

UCSD Layoff from Career Appointment: Apply by 5/23/17 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.

DESCRIPTION

Under general supervision provide administrative support to Facilities Management Building Operations Division; act as main point-of-contact to the campus and division employees.

Receive and respond to incoming communications; 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 and review invoices for accuracy, reconcile with correct index.

Place orders for and maintain office supplies and equipment. Review Building Operations monthly financial statements; generate reports, look for anomalies or discrepancies and notify Supervisor.

~May be required to work overtime.

QUALIFICATIONS

  • Experience providing administrative services and clerical support to an operational unit and/or administrator.

  • Demonstrated experience with web-based technology, database management, electronic calendaring, spreadsheet, and word-processing programs (MS Office Suite) to gather and manipulate data to create reports.

  • 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 scheduling and coordinating meetings and conferences.

  • Experience working with generally-accepted accounting principles and practices and ability to perform basic financial calculations and analyses.

  • Ability to assess problems/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 demonstrated experience setting priorities, meeting deadlines in a demanding, multi-faceted environment while maintaining a high level of attention to detail and accuracy.

  • Excellent communication skills, both oral 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.

  • 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.

  • Demonstrated, effective use of tact, diplomacy and confidentiality when scheduling appointments/meetings and screening phone calls.

  • Ability to update procedural manuals and implement new and/or revised administrative policies and procedures.

SPECIAL CONDITIONS

~DOJ/FBI Background Clearance required prior to hire.

~May be required to work overtime.


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

UCSD
Payroll Title:
BLANK AST 3
Department:
FACILITIES MANAGEMENT
Hiring Salary Range
$3702.75 - $4445.70 / month
Worksite:
Campus
Appointment Type:
Career
Appointment Percent:
100%
Union:
CX Contract
Total Openings:
2
Work Schedule:
Days, 8 hrs/day, Monday - Friday