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#95750 Assistant to the Director of Admissions

Extended Deadline: Thu 1/3/2019

UCSD Layoff from Career Appointment: Apply by 09/20/18 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

Enrollment Management (EM) is a multi-unit department within the Division of Student Affairs, under the direction of the Associate Vice Chancellor. EM is comprised of multiple high-profile, core functional units including: the Office of Admissions, Office of the Registrar, Financial Aid & Scholarships Office, Student Affairs Technology Services (SATS), Creative & Analytical Services, Cal-SOAP, and Parent & Family Programs; plus the Business Office. EM’s core functions oversee undergraduate admissions, continuing student enrollment management, and financial aid and scholarship management.

The Office of Admissions leads the university's efforts to identify, recruit, admit, and enroll the next generation of UC San Diego Tritons with particular focus on talented, academically capable, California students, representative of the diversity of the people of California. The mission of the office includes increasing the visibility of UC San Diego in California, the nation and world, through marketing and on- and off- campus recruitment activities to prospective freshmen and transfer students and their families; school counselors; community college leaders and advisors; community based organizations; and educational organizations serving groups historically underrepresented on our campus.

The Office of Admissions hosts more than 80,000 visitors and receives, processes, and reviews over 116,000 applications for admission annually. The office is fast-paced, deadline-driven, and high-demand working collaboratively with on-and off- campus partners to achieve university goals.

The Assistant to the Director of Admissions is responsible for the coordination, administration, organization and management of the daily operations of the Office of Admissions; providing information and guidance on a broad scope of issues. Provides proactive high level administrative support for the Director of Admissions on a wide range of issues involving high-level work associated with complex problems of a confidential and extremely sensitive nature including campus, system wide and public service duties and relations as they serve over 100,000 undergraduate admissions applicants annually.

Assists with various work assignments and projects initiated by the Director of Admissions, the Associate Vice Chancellor Enrollment Management's Office, Chancellor’s and Vice Chancellor’s Office and Committee on Admissions; intercepts and independently resolves and handles routine issues. Manages long-range activities, correspondence, schedules, and files for the Director. Manages the high volume of communications received in the office and ensures timely responses. Oversees all administrative tasks and responsibilities and serves as key contact for all administrative matters pertaining to the Director of Admissions.

Oversees travel arrangements and reconciliation for reimbursement, electronic calendar management; develops, produces, and coordinates presentations for the Director of Admissions. Serves as liaison between Director of Admissions and on-and off-campus officials, UC Office of the President, faculty, Chancellor, Vice Chancellors, presidents of national and international universities, staff, students and the public. Works closely with senior Admissions leadership in managing and troubleshooting on behalf of the Director. Also works collaboratively with the Executive Assistant to the AVC EM on projects and related tasks.

Occasional evenings and weekends may be required.

  • Please submit a cover letter for a complete application.

QUALIFICATIONS

  • Experience providing high-level assistance to one or more executives on a wide variety of complex and sensitive issues and assignments involving a high level of administrative work associated with complex problems of a sensitive nature.

  • Demonstrated experience coordinating and maintaining calendars, arranging and preparing high level meetings, and managing multiple projects in a fast-paced office.

  • Strong verbal and written communication skills with ability to compose independent correspondence and proofread letters, memos and reports using correct rules of punctuation, grammar and style.

  • Skill to write concise, logical, grammatically-correct documentations for a variety of audiences which includes thorough mastery of English grammar, punctuation and spelling. Includes proofreading and proper formats for composing and editing documents.

  • Proven ability to independently schedule, arrange and coordinate seminars/meetings/special events with national and international scientific participants and to create/maintain effective marketing material such as flyers and newsletters.

  • Ability to make foreign and domestic travel arrangements with the skill to research the most economic rates and prepare all travel-related forms for submission and reimbursement.

  • Proficient skill in PC and MAC systems to complete tasks, including word processing, spreadsheets and equation software, such as Word, Excel, Powerpoint, and email programs. Ability to use the Internet search tools for information retrieval.

  • Demonstrated knowledge, understanding and ability to coordinate work within policies and procedures as they relate to a variety of administrative functions. Ability to perform work according to established protocols.

  • Strong organizational skill to prioritize and plan day-to-day tasks to meet established deadlines. Experience in setting priorities to job functions to meet multiple deadlines and changing priorities to ensure smooth workflow. Skill to organize large volumes of material

  • Experience working with little supervision, independently on more than one task and determine priorities. Ability to handle multiple tasks simultaneously requiring detail and accuracy, with frequent interruptions and fluctuating priorities.

  • Excellent interpersonal skills, ability to work with a diverse group of people, communicate clearly and effectively on telephone, email and in person, demonstrating tact and diplomacy at all levels within and outside the University to promote positive relationships.

  • Excellent oral communication skills to communicate ideals and issues clearly, concisely and accurately to make recommendations, discuss problems, research and explain policies/procedures.

  • Solid skill to analyze and formulate solutions, resolve problems in the absence of higher authorities while maintaining professional relationships. Ability to maintain confidentiality and use discretion in handling sensitive matters.

  • Ability to promote and practice UCSD "Principles of Community".

SPECIAL CONDITIONS

  • Job offer is contingent upon a satisfactory clearance based on background check results.

  • Mandated reporter under CANRA.


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:
ENROLLMENT MANAGEMENT
Hiring Salary Range
$22.58 - $25.30 /hour
Worksite:
Campus
Appointment Type:
Career
Appointment Percent:
100%
Union:
CX Contract
Total Openings:
1
Work Schedule:
Days, 8 hrs/day, Mon-Fri; occasional evenings and weekends