Administrative Professional I & II (Campus) - TP128875

TES has current openings for entry-level administrative to advanced level administrative applicants. Skill requirements vary by position.

Positions pay $23.68 to $27.36 /hour, based upon skill level, experience in the field, and assignments available. Most positions are on-site or hybrid, full-time, Monday through Friday between 8:00 am and 5:00 pm, although part-time and weekend positions are sometimes available.

Typical duties for applicants with general office support are as follows:
- Reception: serves as a greeter and first point of contact, interacting regularly with students, faculty, staff, and other visitors; monitors department phone line(s) and/or inbox(es); responds to general inquiries and requests; sorts and distributes mail; makes photocopies, scans, files, and maintains various departmental documents, sometimes confidential in nature; orders and maintains office supplies
- Data entry and tracking: enters data into databases; maintains spreadsheets; prepares reports as needed
- Calendaring: assists in scheduling in-person and virtual meetings; updates shared calendar(s); prepares meeting materials as needed
- Other duties or special projects as assigned

Responsibilities for applicants with advanced level administrative and executive support skills are as follows:
- Independently manages administrative and operational functions; identifies and determines best resources and most effective tools to resolve issues and streamline processes; utilizes exceptional communication and organizational skills to draft and disperse important correspondence and reports
- Complex calendaring: makes decisions related to planning and implementation of meetings and special events for multiple participants; reserves conference rooms and venues; prepares meeting and event agendas and materials; attends meetings and transcribes minutes; coordinates and organizes any necessary equipment, catering, transportation, accommodations, activities, etc.
- Travel coordination: organizes domestic and international travel arrangements; books flights, hotels, car transportation, etc.; creates and distributes itineraries
- Fiscal support: assists with managing and tracking department budgets; creates financial reports; handles purchasing, invoicing, and billing; processes credit card reimbursements using online systems
- Other duties special projects as assigned

QUALIFICATIONS

• Solid communication skills and ability to communicate professionally and effectively with a diverse population of all levels of organization in person, over the phone and in writing.

• Ability to work in an interactive environment and possess excellent customer service skills both in person and over phone.

• Must have strong organizational skills with ability to set priorities, handle deadlines, and manage conflicting demands.

• Proficiency with MS Word, Access, Excel, PowerPoint, Outlook, Adobe Acrobat, and various email, web browser, database and desktop publishing programs. Proven typing/word processing skills to prepare correspondence, reports, and spreadsheets.

• Demonstrated typing / word processing skills to prepare correspondence, reports, and spreadsheets.

• Must have strong organizational skills with the ability to set priorities, handle deadlines, and manage conflicting demands.

• Proven ability to work independently with minimum supervision, establish priorities, follow through on tasks to completion, and meet deadlines in an environment of multiple interruptions and changing priorities while maintaining a high degree of judgment and clarity.

PREFERRED QUALIFICATIONS

• Experience providing senior-level administrative support and managing general office needs.

• Demonstrated ability to manage and optimize the use of multiple databases with extreme attention to detail.

• Manage complex calendars, schedule meetings and appointments; executing, coordinating, and managing event planning for programs, special events, meetings and receptions.

• Experience analyzing and identifying problems, independently resolve discrepancies with ability to recommend solutions, effectively participate in short and long term planning for administrative needs of unit.

• Proven ability to work independently with minimum supervision, establish priorities, follow through on tasks to completion, and meet deadlines in an environment of multiple interruptions and changing priorities while maintaining a high degree of judgment and clarity.

• Proven experience monitoring department budgets, including expenditures and purchasing.

• Experience with systems such as Google Suite, Concur, Oracle, QuickBooks and Salesforce.

• Ability to read, interpret and analyze financial data.

• Experience utilizing UCSD business systems (e.g., IFIS, PPS, FinancialLink, MyTravel, MyEvents, MyPayments, EmployeeLink, and/or Marketplace).

SPECIAL CONDITIONS

Background check is required.

This position has been identified as a Mandated Reporter pursuant to the California Child Abuse and Neglect Reporting Act (CANRA) and requires immediate reporting of physical abuse, sexual abuse, emotional abuse, or neglect of anyone under the age of 18. It is the responsibility of the Mandated Reporter to ensure that they obtain proper training in order to fulfill their reporting responsibilities as required by the California Child Abuse and Neglect Reporting Act and University policy, and to complete and submit the required reports to the UC San Diego Police Department without delay.

Pay Transparency Act

Annual Full Pay Range: $33,900 - $70,052 (will be prorated if the appointment percentage is less than 100%)

Hourly Equivalent: $16.24 - $33.55

Factors in determining the appropriate compensation for a role include experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. The Hiring Pay Scale referenced in the job posting is the budgeted salary or hourly range that the University reasonably expects to pay for this position. The Annual Full Pay Range may be broader than what the University anticipates to pay for this position, based on internal equity, budget, and collective bargaining agreements (when applicable).