UCSD Layoff from Career Appointment: Apply by 10/6/27 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.
Special Selection Applicants: Apply by 10/18/21. Eligible Special Selection clients should contact their Disability Counselor for assistance.
Job posting will remain open until position is filled.
Under supervision of the Director of OASIS, manage day-to-day operations to include facilities matters, IT, purchasing, space reservations, and administrative procedures including oversight of the front desk and reception area. To aid in achieving operational goals, recruit and train a team of student staff, manage work schedules and provide work direction.
Responsible for supply/equipment requisitions, travel expenses, reimbursements, account receivables, fiscal tracking, expense projection, and reporting. Liaise with SRS business office on fiscal, payroll, personnel, and timekeeping processes. With training from the SRS business office, assist with OASIS budget and purchasing for all OASIS staff and programming. Serve as unit safety coordinator. Interpret, implement, and disseminate policies, procedures, and regulations. Manage office records and maintain files in-house and on cloud filing systems.
Create content for, monitor and update online newsletters, listservs, marketing collateral, websites, and social media channels. Maintain and update OASIS website, social media accounts, correspondence, and handle highly confidential and sensitive student information.
Provide support in reporting and data stewardship which includes gathering data, data entry, and summarizing assessment and evaluation results for quarterly and monthly program reports and overall program satisfaction surveys. Compile and analyze data to prepare reports for Director.
Interact with UC San Diego students, staff, parents, program providers, and the general public as first point of contact on behalf of OASIS. Represent OASIS at outreach events and on campus-wide, division-wide, and unit-wide committees. Assist Director providing project management support - tracking deadlines and action items; research and prepare background material(s) and briefings for meetings.
Position offers a flexible schedule with Hybrid remote options available.
Cover letter required along with the online application and resume.
Demonstrated administrative and office management skills. Experience observing and evaluating systems/processes, including the ability to identify the cause and outcome of a problem; the ability to investigate and then identify the key causes, and pose possible solutions, while soliciting input from others and from supervisor.
Skill in leading, motivating, training and providing work direction to student employees with ability to evaluate workload and resources to plan and organize day-to-day activities through delegation. Demonstrated ability to hire, train, supervise, and schedule work of student front office assistants.
Knowledge of standard office operations from ordering and maintaining supply inventory to understanding program budgets and general accounting practices, sufficient to monitor and adhere to policy on travel, reimbursement, purchasing, etc and experience explaining organizational guidelines to those submitting requests for purchasing and reimbursement.
Experience with event planning to support Director and others with conferences, workshops, lectures, job fairs, study jams etc. Project management skills to ensure coordinated effort and communication of self and others to ensure effective event implementation and delivery.
Strong experience in business application software including: MS Word, Outlook, Access, Excel, PowerPoint, web-based programs, browsers, electronic mail, databases, and computerized scheduling and reservation system (calendar and meeting matrix).
Extremely strong organizational skills with demonstrated experience in setting priorities, accomplishing multiple tasks simultaneously, producing timely results, and meeting deadlines, in a varied demand work environment while maintaining an extremely high level of attention to detail and accuracy.
Experience working efficiently in a busy, service-oriented office atmosphere with frequent interruptions, varied work assignments, and fluctuating priorities. Demonstrated skill in customer service practices to include assessing, understanding, exceeding customer needs and making relevant referrals to other departments, programs, and/or services.
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.