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#96623 Conference Assistant

Filing Deadline: Wed 11/21/2018

UCSD Layoff from Career Appointment: Apply by 11/09/18 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.

DESCRIPTION

Provides administrative support to the Conference Services Operations Manager and staff. Responsible for providing administrative support, assisting with the maintenance of financial and accounting systems, supervision of student summer conference clerks, coordination of payroll with HR, and customer service to clients. Utilization of database systems, word processing, e-mail and spreadsheet software related to Conference Services including Microsoft Word, Excel, Access, and Outlook.

Responsible for planning, coordination and administration of all phases of the conference program in assigned areas. Functions as a Customer Service Representative by promoting an excellent rapport with customers, staff, faculty and other university departments in order to develop partnerships and to insure customer satisfaction and work as a team player. Ability to work independently with changing priorities and frequent interruptions.

Housing Dining Hospitality (HDH) is a self-funded, large and complex campus department consisting of 7 divisions, with approximately 700 career employees, 1000 to 1200 student employees and an annual operating budget of greater than $189 million. HDH provides housing for approximately 15,000 undergraduates, grad students, faculty, staff and their families in over 400 buildings covering approximately 6 million sq. ft. HDH is in the midst of implementing an aggressive building plan which will add 5000 new beds and almost double our square footage by 2021. Currently, HDH houses 38% of UCSD’s enrolled students with a goal of housing 50% in the near future. HDH provides maintenance and repair, contract meals/meal plan management, as well as retail food service, conference services and catering services to residents, students, faculty, staff, and campus visitors. Please visit the HDH website at http://hdh.ucsd.edu/

QUALIFICATIONS

  • Excellent interpersonal skills including tact, diplomacy, and flexibility excellent telephone manner. Ability to effectively communicate verbally, in writing or electronically.

  • Ability to build and maintain customer relationships through a professional approach in handling customer service needs and problems.

  • Ability to work with frequently changing priorities, varied work assignments, and frequent interruptions while meeting deadlines.

  • Excellent general office and clerical skills to include organizational skills and time management. Ability to work in a busy and crowded office atmosphere.

  • Strong experience using Microsoft Word, Excel, Access and Outlook.

  • Working and/or theoretical knowledge of conference sales and marketing. Proven familiarity with contractual agreement documents.

  • Ability to operate standard office equipment, i.e. computer, 10-key, various printers, FAX machine, photocopy machine, and telephone systems.

  • Ability to create a variety of correspondence such as letters, fliers, and memoranda, utilizing appropriate formats and styles. Ability to proofread work ensuring accuracy of grammar, punctuation, and spelling.

  • Ability to accurately add, subtract, multiply and divide in order to complete cash transactions, audit cashier records, maintain reservation schedules, create student work schedules and prepare and audit payroll records and complete final financial reports.

  • Ability to define, train, delegate, and monitor work assignments of student conference clerks.

  • Skill to independently organize a continuous flow of work in a timely manner and meet continuous, mandatory deadlines, yet maintain accuracy and neatness.

  • Ability to maintain acceptable work habits, demeanor, attention to details, punctual and maintain regular attendance.

  • Knowledge and ability to maintain confidentiality of required records such as personnel files, payroll records, etc.

SPECIAL CONDITIONS

  • Must have a valid California driver's license

  • Required to work variable hours and overtime, which will include weekends

  • No vacations between June 1 and September 30.


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 2
Department:
HOUSING/DINING/HOSPITALITY
Hiring Salary Range
$19.55 - $21.25 /hour
Worksite:
Campus
Appointment Type:
Career
Appointment Percent:
100%
Union:
CX Contract
Total Openings:
2
Work Schedule:
Days, 8 hrs/day, Mon-Fri