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#90465 Special Events Office Assistant

Filing Deadline: Thu 10/26/2017

UCSD Layoff from Career Appointment: Apply by 10/17/17 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

The Office of Special Events & Protocol (SEP) is a division of UC San Diego’s University Communications and Public Affairs reporting to the Chancellor’s Office. Its primary function is to plan and manage all events hosted by the Chancellor and Executive Vice Chancellor for Academic Affairs and for advising the UCSD community on all matters of protocol, visits by the UC Office of the President, Regents or high-ranking government officials and serves as the liaison to the office of the Chancellor in scheduling the Chancellor's participation at events.

The Office of Special Events & Protocol also coordinates the University’s Medals programs and consults on program issues, events, ceremonies and dignitary visits sponsored by divisions throughout the campus community. SEP sets the stage for introducing potential donors and advocates to the excellence and innovation that are hallmarks of UCSD’s programs, faculty and students. Thousands of donors, dignitaries, elected officials, media, alumni, members of the community, faculty, staff, students and parents take part each year in events coordinated by SEP.

Under the general supervision of the Senior Director of Special Events & Protocol (SEP), the incumbent is responsible for providing a high degree of events, administrative, and program support for the department. The position is also responsible for the management of all general office duties, maintenance and repairs of office equipment, and maintaining inventory of all office supplies. Incumbent will be responsible for department calendar support, travel arrangements, research and gathering of materials for meetings and events, as well as drafting and editing correspondence, briefings, and reports.

The incumbent will also manage event registrations, maintain guest lists and RSVPs, create nametags, research and reserve event venues, place catering orders, reconcile registration rosters, and assist with the submission of event data into the online constituent database. The incumbent will administer financial transactions and prepare accounting forms which will include travel, entertainment, payment authorizations, purchasing, travel card reimbursements, and express card processes all in conformance with UCSD policies and procedures as needed and will serve as backup for the Business and Fiscal Office Coordinator.

  • Occasional nights and weekends may be required.

  • Please submit a cover letter for a complete application.

QUALIFICATIONS

  • Proven experience providing a high-level of independent administrative support under the challenge and stress of frequent interruptions and frequently changing priorities and deadlines. Ability to handle multiple tasks simultaneously requiring detail and accuracy.

  • Demonstrated experience in maintaining computerized calendars, scheduling complex meetings and providing executive-level administrative assistance.

  • Experience managing event registrations, maintaining guest lists and RSVPs, creating nametags, researching and reserving event venues, placing catering orders, reconciling registration rosters, and assisting with the submission of event data into the online constituent database.

  • Proven experience making travel arrangements with the skill to research the most economical rates and prepare all travel-related forms for submission and reimbursement.

  • Demonstrated experience processing financial transactions in the areas of purchasing, expense reimbursements, invoice payments, and travel.

  • Written and oral communication skills that demonstrate correct grammar usage, syntax, edit and format, with ability to communicate clearly and effectively to a diverse group of people, both in person and on the telephone.

  • Ability to answer, screen and direct calls/visitors and take complete and accurate messages. Ability to present information, both written and financial, in a clear and concise manner, with appropriate supporting documentation.

  • Strong proficiency in using Microsoft Outlook, Word, Excel, Visio, other related software programs. Perform updates and routine maintenance to the departmental website. Create electronic documents to be shared and distributed across networks.

  • Analytical skills to recognize trends, potential problems, alternatives solutions, implement solutions and follow-through to ensure effective change.

  • Flexibility and creativity in finding appropriate solutions to complex problems, especially relating to fiscal and organizational activities and initiatives to implement solutions and measure applicability.

  • Strong interpersonal skills to establish and maintain good working relationships with colleagues, faculty, volunteers, and university departments and administration.

  • Excellent service skills, helpful, friendly, and service oriented towards requests for information. Incumbent will be expected to focus on providing high-quality service and communicating with others in a cooperative and courteous manner.

  • Ability to work under pressure with frequent interruptions and shifting priorities while maintaining ability to multi-task and coordinate and re-organize tasks for other support staff.

  • Proven integrity, dependability, sound judgement, diplomacy and resourcefulness, with a strong work ethic. Acknowledged reputation for tact and discretion with emphasis on flexibility and professionalism.

  • Exercise mature judgment and extreme discretion in communicating sensitive information to individuals on and off campus.

PREFERRED:

  • Demonstrated experience working in UCSD online financial systems: IFIS, Financial Link, Travel Link, and other Link Family systems.

SPECIAL CONDITIONS

  • A background check is required.

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.

UCSD
Payroll Title:
BLANK AST 3
Department:
SPECIAL EVENTS
Hiring Salary Range
$45,765 - $47,878 /year
Worksite:
Campus
Appointment Type:
Career
Appointment Percent:
100%
Union:
CX Contract
Total Openings:
1
Work Schedule:
Days, 8 hrs/day, Mon-Fri