UCSD Layoff from Career Appointment: Apply by 09/15/2021 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.
Special Selection Applicants: Apply by 9/24/2021. Eligible Special Selection clients should contact their Disability Counselor for assistance.
Under direction, the Fleet Administrative Assistant will be responsible for multiple administrative duties, including the facilitation of vehicle accident reporting, Department of Motor Vehicle (DMV) administrative functions and assisting with garage administrative functions. Facilitate account payable functions and handle vehicle rental processing. Exhibit a positive customer service orientation that includes internal and external customers. Utilize a Fleet Management Information System to facilitate multiple areas of business administration functions. Will assist with administering spare keys for vehicles and fuel cards. Assist with managing campus fuel supply with the aid of a fuel monitoring system. Reconcile Procurement Card purchases, receipts, and purchase orders. Assist with parts inventory accountability.
Overtime may be required.
Demonstrated experience in having responsibility for multiple administrative duties, including, but not limited to facilitation of vehicle accident reporting, DMV and service garage administrative functions.
Demonstrated experience in customer service, and ability to demonstrate professional expertise.
Proven ability to facilitate parts inventory accountability, including ordering and audit preparation.
Demonstrated experience in reconciliation of procurement card purchases, receipts and purchase orders.
Experience in classifying and analyzing a variety of detailed records, including inventory and service records.
Demonstrated strong computer skills using various financial and administrative software tools such as: spreadsheets, databases and web browsers including, but not limited to: Word, Excel, Outlook, and other MS Suite applications. Ability to utilize a Fleet Management Information System database, Campus Asset Management System (CAMS) and to learn new applications as required. Ability to generate reports as needed.
Proven experience in safeguarding and securing various instruments of value, including vehicle keys, fuel cards, license plates and checks.
Demonstrated ability to understand and utilize a vehicle telematics (GPS) system, and to maintain information confidentiality.
Proven skill to clearly and concisely provide information and compose correspondence using correct grammar, punctuation, spelling, format and proof reading skills. Ability to compile information, analyze and prepare summary reports in a comprehensive and professional format.
Demonstrated knowledge of arithmetic (addition, subtraction, multiplication and division) in order to recognize, compute and reconcile errors.
Basic analytical skills to organize data, recognize and corrects errors as necessary. Innovative problem solving skills and exercising good judgement.
Effective interpersonal communication skills utilizing tact, diplomacy and discretion to interact with a diverse customer base. Proven ability to maintain professional relationships with venders through effective and clear communications.
Excellent verbal and written interpersonal and communication skills. Ability to work individually or in teams to communicate effectively with people of many diverse backgrounds including students, staff, faculty and customers. Legible handwriting, attention to detail, excellent organizational skills and ability to maintain accurate records and files.
DOJ, FBI, and DMV background checks and clearances required prior to employment.
Must have and maintain a valid California Class C Driver License. Will be required to participate in the DMV Pull Notice program.
Our employees enjoy competitive compensation packages and educational opportunities in a diverse, stimulating workforce.
This position is eligible for full benefits first day of hire: a) Health/Dental/Vision Insurance b) Vacation/holidays (15 vacation days & 13 paid holidays a year) c) Work/Life Balance d) UC Retirement Plan e) Pet insurance
UC San Diego is an academic powerhouse and economic engine, recognized as one of the top 8 public universities by U.S. News and World Report. Innovation is central to who we are and what we do. Here, students learn that knowledge isn't just acquired in the classroom - life is their laboratory. UC San Diego's rich academic portfolio includes six undergraduate colleges, five academic divisions and five graduate and professional schools. The university's award-winning scholars are experts at the forefront of their fields with an impressive track record for achieving scientific, medical and technological breakthroughs.