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Parent & Family Programs Admin Officer HYBRID - 114591

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

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Employment Type
Full Time
Institution Type
Four-Year Institution
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A cover letter is required for a complete application packet.

This position will remain open until filled.

UCSD Layoff from Career Appointment: Apply by 02/22/2022 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 03/03/2022. Eligible Special Selection clients should contact their Disability Counselor for assistance.

This position offers a hybrid work arrangement, which includes a combination of onsite and remote work.

This position has recently been accreted by CX union, and will be a part of that union moving forward.

DESCRIPTION

The Student Success and Parent Programs Administrative Officer (SSPP-AO) performs key analytical, writing and support functions to assist the Executive Director, Student Success and Parent Programs (ED-SSPP) with facilitating complex and varied responsibilities, meetings, events, agendas, records and communications. The primary responsibility of the SSPP-AO is to support and help advance team activities specifically designed to engage the Parents Council and Chancellor's Associates Council, as well as a diverse population of parents, alumni, and friends through their unique interests and affiliations to create meaningful relationships and commitment to the university. The specialist helps identify, cultivate, recruit and steward donors to provide volunteer leadership. Additional key duties include researching, conceptualizing, writing, editing and proofreading background items for agendas; taking and drafting meeting minutes; preparing briefing notes and correspondence; assisting with meeting preparation; and maintaining electronic records of documents. The incumbent is responsible for reviewing best practices and for maintaining and updating the program websites, including content and graphics.

In addition, the SSPP-AO will provide administrative operations management for the ED-SSPP including complex calendar and travel management and budget administration. Independently research, compose, prepare, proofread and edit briefings, presentations, reports and correspondence for signature by the ED-SSPP. Assist the ED-SSPP with producing the Student Success and Parent Programs annual strategic business plan. Work with appropriate central operations teams to resolve any facilities, payroll, space, human resources, IT or safety concerns on behalf of the ED-SSPP. Assist with special projects and provide analytical support in developing reports, documentation and solutions. Provide expertise and support to other areas of the team as the occasion arises and help to fulfill other responsibilities as they relate to the department's vision and strategic plan. The SSPP-AO will use professional concepts to apply organization policies and procedures to oversee a variety of ongoing administrative operational issues and administer a defined operational program. Analyze and resolve operational problems of moderate scope.

  • A cover letter is required for a complete application packet.

  • Occasional evenings and weekends may be required.

  • Must be willing and able to travel.

EQUITY, DIVERSITY, AND INCLUSION

Equity, Diversity, and Inclusion are core values at UC San Diego and Advancement is committed to a continuous process of learning and updating practices to support systemic evolution toward equity, diversity, and inclusion for our team and constituents. We foster the UC San Diego Principles of Community by encouraging and developing a collaborative and positive environment among colleagues. UC San Diego provides resources and services so employees can develop a deeper connection to our diverse campus community. Explore more at UC San Diego Staff Associations network and Campus Community Centers.

QUALIFICATIONS
  • Experience with executive-level administrative operations management including but, not limited to: independent complex calendaring and arranging domestic and foreign travel; preparing accurate itineraries and briefing documents; and processing complicated financial and travel expense reimbursements.

  • Excellent working knowledge of the organizational structure and operations of a not-for-profit organization, including responsibilities, financial structure, and the role of a council or board. Knowledge of relationship management principles, including knowledge of alumni volunteer and engagement opportunities.

  • Extensive experience in providing preliminary and conclusive reasoning skills to understand and interpret the issues and needs of the organization, priorities and next steps. Experienced in analyzing existing and proposed policies and procedures to summarize outcomes and to provide reports and information with good judgment and professionalism.

  • Outstanding proven writing and editing skills, using standard English grammar and word usage. Proven working knowledge of Chicago Manual of Style rules. Strong, written and oral communication skills that accurately express sustenance and nuance.

  • High level of computer literacy and in-depth experience with web browsers. Experience with common computer applications and programs, and capability to create and maintain databases, and produce correspondence, reports and tools for analysis and review (i.e. Word, Excel, Adobe, PowerPoint; desktop publishing skill and knowledge preferred).

  • Demonstrated working experience with web authoring and graphics applications, and demonstrated experience in designing websites.

  • Strong ability to problem-solve or make recommendations for creative solutions to general issues and problems. Ability to use sound judgement in responding to issues and concerns. Ability to properly handle sensitive issues which arise frequently in a rapidly changing environment, where improper handling may have serious consequences.

  • Solid organizational skills and ability to multi-task with demanding timeframes. Proven ability to prioritize assignments and departmental needs to meet deadlines. Demonstrated administrative ability in accomplishing established goals and objectives and maintaining office activities with respect to procedures and guidelines.

  • Proven communication and interpersonal skills to communicate effectively with all levels of staff verbally and in writing. Proven understanding of the philosophy of quality service and group process, with proven aptitude for working as part of a team. Competency and commitment to equity, diversity and inclusion.

SPECIAL CONDITIONS
  • Job offer is contingent on clear Background Check.

  • Must have access to reliable transportation.

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