#101252 Writing Hub Administrative Assistant

Location
La Jolla, CA
Posted
Sep 20, 2019
Institution Type
Four-Year Institution

UCSD Layoff from Career Appointment: Apply by 09/20/19 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 10/02/19. Eligible Special Selection clients should contact their Disability 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 Teaching + Learning Commons (the Commons) is the campus-wide innovative infrastructure for comprehensive faculty and student support. It is the executive branch of the EVC for advancing teaching excellence and student success.

The mission of the Commons is to advance student success through teaching excellence and comprehensive academic student support; be an incubator for student academic success innovations; increase access to education on campus and beyond: and, actively promote equity and inclusion within the organization and through its programs and services. Through six unique but integrated hubs, the Commons’ work encompasses four areas: instructor support to enhance their teaching (inside and outside the classroom, in traditional as well as in digital teaching and learning settings); support undergraduate and graduate students to advance their success at UC San Diego and beyond; support graduate students to develop their professional development as instructors; and actively promote equity and inclusion within its organization and through its programs and services.

The Commons' Writing Hub has a campus-wide mission to support UC San Diego writers and writing educators, including undergraduate and graduate student writers, teaching assistants, and faculty/instructors. The Writing Hub serves students and educators in all colleges, divisions, and programs at UC San Diego through one-on-one tutoring appointments, writing-related workshops, dissertation writing retreats, and staff training sessions.

The Administrative Assistant for the Writing Hub works in the dynamic, high-traffic, constantly-changing environment under the supervision and direction of the Director and Associate Director, and is responsible for coordinating Writing Hub activities and supporting the implementation of services and programming. The Administrative Assistant provides first-line support for the needs of students and educators participating in Writing Hub services; for communication with student staff; for inquiries about the Writing Hub; and for coordinating inter-office activities and services between the Writing Hub, other units in the Commons, and other departments/units/programs on campus.

While handling these just-in-time needs, the Administrative Assistant also with supports the Writing Hub’s efforts to hire, train, and schedule a large and complex student staff, and also assists with the planning and implementation of Writing Hub services, activities, and events, such as workshops and writing retreats, as well as the record-keeping for and assessment of all services. The Administrative Assistant coordinates efforts for budgetary oversight, communications and outreach, the monitoring and updating of Writing Hub webpages and digital ads, the preparation and distribution of marketing materials, and targeted outreach and materials for relevant programs, services, and events.

  • Scheduled work shifts may fall outside of regular work hours and may include evenings and occasional weekends.

  • Please submit a cover letter for a complete applications.

QUALIFICATIONS
  • Experience in project oversight and working knowledge of project management approaches. Experience synthesizing multiple programmatic inputs into a singular complex organizational system (such as administrative project oversight, large staff scheduling, event planning, etc.).

  • A Bachelor's Degree. One to two (1 - 2) years of progressive responsibility for administrative and/or financial and/or student services support experience in a professional or university setting; or an equivalent combination of relevant education and experience.

  • Demonstrated working knowledge of academic support pedagogies and practices.

  • Strong analytical and problem-solving ability, including synthesis of information, consideration of alternatives. Ability to prioritize and decide among alternative actions, based on partial information. Ability to independently interpret and follow written policies and protocols when resolving issues.

  • Proficiency using a wide range of standard computer software, such as electronic calendar, spreadsheets, publishing packages, word processing, email, Internet, databases, Ability to maintain computerized records utilizing MS Word, Outlook, Excel, PowerPoint, and similar software.

  • Solid skills in basic mathematical computation, including percentages, and use of computer programs (e.g. Excel) to develop statistical reports.

  • Excellent interpersonal skills to communicate effectively with diverse community of faculty, students, and staff, using tact, diplomacy, independent judgment and flexibility dealing with diverse contacts. Ability to promote positive working relationships and job effectiveness of others. Ability to work with angry or upset persons to determine their needs and proper referrals.

  • Proven organizational skills. Skills to coordinate and prioritize workload, accomplish tasks and meet established deadlines amid changing priorities and frequent interruptions while maintaining composure. Ability to maintain detail and accuracy.

  • Ability to accept responsibility, exercise initiative, and work independently.

PREFERRED:

  • Demonstrated experience working with student employees in an administrative and/or advisory capacity.

  • Demonstrated familiarity with educational and academic support-related computer software and applications (Edmodo, WCOnline, Jing, etc.).

  • Knowledge of UCSD policies and procedures regarding purchasing, travel, disbursements, and inventory. Understanding of payroll rules and processing. Knowledge of campus academic and administrative units.

  • Ability to schedule, arrange and coordinate seminars/meetings/special events with national and international scholarly participants and to create/maintain effective marketing material such as posters, flyers and newsletters.

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

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 Act (CANRA) form will be required.

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