UCSD Layoff from Career Appointment: Apply by 7/29/22 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.
Special Selection Applicants: Apply by 8/12/22. Eligible Special Selection clients should contact their Disability Counselor for assistance.
The Rady School of Management provides business education through its many graduate business degree programs, PhD program, and undergraduate business program. The Rady School's values are excellence, innovation, collaboration and integrity. The Rady School is a highly participatory, high energy, upbeat student-centric environment with high-achieving students and an engaged, team-oriented staff.
This position is part of a team in an important component of the Rady School of Management: the Development and Alumni Affairs area, where interacting in a diplomatic, confidential, collegial manner is essential to maintaining a harmonious team atmosphere.
This position provides general executive-level administrative support to Development and Alumni Affairs leadership and colleagues and provides specialized support by researching, assembling, and preparing information about prospective donors/philanthropists by using a variety of databases and UCSD Advancement systems and online tools. The position researches and evaluates information and prepares concise, well-organized outlines, reports, summaries, and correspondence to ensure that Development and Alumni Affairs staff have the information they need.
This position handles a variety of administrative duties including composing sophisticated email communications, using Outlook to schedule meetings on complex calendars, arranging travel for senior managers, processing travel and expense reimbursements, using spreadsheets to organize information, and assisting the Development and Alumni Affairs area with daily tasks and projects.
Responsibilities includes a large volume of people interaction via email and on the phone, coordinating the busy calendar of the Senior Director of Development, researching and gathering information for meetings and events, and proofreading correspondence.
This position organizes meetings, schedules conference rooms, invites attendees, provides agendas, directions, and attachments, makes parking arrangements, creates Zoom meetings/breakout rooms, orders AV/IT equipment or other meeting supply/equipment, arranges catering, arranges payment of vendors, etc.
This position regularly adds data into a contact database, entering information about Rady School donors and prospective donors, coordinates meetings with Development and Alumni Affairs staff to meet with the Rady School's valued donors/philanthropists, and attends monthly meetings with other campus development staff.
This position attends fundraising and donor acknowledgment events to provide administrative support to the Development Events Manager: greeting guests, directing guests, creating and assembling name badges or tent cards, noting guest arrival on RSVP lists, keeping guest counts. The position is part of a team of development professionals who ensure the event goes smoothly, interacting with vendors, donors, participants, and UCSD staff.
This position follows University and Rady School policies related to purchases, invoices, independent contractors, external vendors, purchasing of specialty supplies, etc. and uses online systems to purchase items and process expenses, including reimbursements for business-related travel, mileage, and entertainment. The position also uses a special UCSD online system to coordinate travel arrangements and to reconcile travel expenses related to business meetings, conferences etc.
Must be able to work (rare pre-scheduled) evenings and rare weekends due to special fundraising events. Events are scheduled ahead of time and scheduled work hours may need to be flexible leading up to and at the time of special events. Ability to travel to offsite events (rare).
Submitting a cover letter is preferred.
Strong administrative skills re: Microsoft Office, Outlook, Google Drive, Zoom; Strong Outlook experience calendaring and prioritizing multiple people, rooms, or resources. Experience juggling complex schedules or recurring meetings with absolute accuracy; experience double checking work and proactively searching for possible scheduling conflicts.
At least 3 years experience providing administrative support to multiple people or experience supporting a manager. Experience triaging people, phone calls, and incoming email messages. Experience creating correspondence/email; heavy calendaring, coordinating multiple people to attend meetings that involve leaders from different de
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