Skip to main content

This job has expired

#102704 MAS Operations and Administration Assistant

Employer
University of California - San Diego
Location
La Jolla, CA

View more

UCSD Layoff from Career Appointment: Apply by 11/18/19 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 11/27/19. Eligible Special Selection clients should contact their Disability Counselor for assistance.

UC San Diego employees 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

This is a part time 50% career position.

Provide high level administrative support to the Director and Program Coordinators for the Master of Advanced Study (MAS) Program), Jacobs School of Engineering. Currently there are three professional master’s degree programs at the Jacobs School of Engineering.

Responsible for administrative aspects of MAS program activities including, but not limited to: financial tracking and reporting; processing financial documents; preparing student invoices and grade reports/receipts; preparing/modifying calendar/schedules for students; preparing MAS applications packets for admissions review; and other student-related support activities. Associated responsibility includes design, creation, and maintenance of key databases which serve as primary information for individual, corporate, prospective students, and MAS special events.

Provide ongoing executive assistance for various activities related to the promotion, marketing, and visibility of the Executive Education/MAS Program at the Jacobs School of Engineering. In performance of these duties, individual must demonstrate a high degree of professionalism and adaptability in a rapidly changing environment. Duties require independent judgment, strong organizational skills, exceptional communication and exemplary customer service.

Shifted work schedule:Will work every other Saturday during the academic year,(end of September to mid-June)

QUALIFICATIONS
  • Demonstrated extensive administrative experience in an office environment providing executive administrative support.

  • Strong analytical, problem-solving, and organizational skills with a strong attention to detail and proven ability to establish workload priorities. Proven experience in assuming responsibility and working independently to resolve problems.

  • Demonstrated skill to produce, from drafts provided, correspondence and reports using correct English grammar, punctuation, spelling, and proofreading. Demonstrated ability to keep accurate orderly files and records.

  • Demonstrated proficiency in using word-processing, spreadsheet and database programs using Microsoft Word, Excel, ACCESS, (Synchronize, Millennium preferred) and shared files. Working knowledge of graphics layout and presentation of materials. Experience using Adobe Programs, Illustrator, Photoshop, Pagemaker and Acrobat.

  • Demonstrated interpersonal skills and strong, demonstrated ability to communicate in oral and written form for effective interaction with individuals associated with the university and private sector at various levels. Skill in listening, anticipating, and responding to the needs of customers to achieve excellent customer service measured by outcomes rather than activities.

  • Demonstrated research and analytical skills to recognize problems, present alternatives, implement solutions and follow-through to ensure effective change.

  • Experience in scheduling and coordinating logistics for meetings, conferences, symposia, workshops and luncheons for small to large groups of people; ability to solve unexpected logistical problems and to make last minute decisions.

  • Strong sense of ethical conduct that will inspire confidence with colleagues while maintaining confidentiality in all matters.

  • Skill at setting priorities and accomplishing tasks in an environment with frequent interruptions and changing priorities. Skill in coordinating complex administrative activities by determining the time, place, and sequence of actions to be taken.

  • Ability to research, gather, and organize information to produce concise reports using relational databases.

  • Experience using the internet and web browsers; ability to research topics and summarize findings. Successful experience working online to retrieve information and process business transactions.

  • Ability to maintain confidentiality and use discretion in handling sensitive matters. Skill in coordinating complex administrative activities by determining the time, place, and sequence of actions to be taken.

  • Prior special events experience in a team environment.

  • Demonstrated tact, diplomacy, and discretion on a wide variety of complex and sensitive issues. Position requires the ability to be proactive and use creativity.

  • Demonstrated understanding of philosophy of quality service and group process with proven aptitude to work as part of team. Foster the Principles of Community.

  • Experience in establishing and maintaining complex filing system.

  • Experience using standard office equipment such as copier, fax, typewriter, and basic calculator.

  • Strong computational skills sufficient to track expenditures and manage budgets.

SPECIAL CONDITIONS
  • Must be able to work occasional evenings

  • Shifted work schedule: Will work every other Saturday during the academic year,(end of September to mid-June)

  • Access to transportation.

Get job alerts

Create a job alert and receive personalized job recommendations straight to your inbox.

Create alert