UCSD Layoff from Career Appointment: Apply by 02/01/2019 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.
Special Selection Applicants: Apply by 02/12/2019. Eligible Special Selection clients should contact their Disability Counselor for assistance.
Under general supervision, the Administrative Coordinator for Capital Program Management (CPM); a large, complex department engaged in the management of UC San Diego's Capital Improvement Program, assists with the management of the administrative and operational affairs of the AVC's office, providing executive, analytical, organizational and liaison support to a multi¬faceted professional organization.
Provide executive level support to the Executive Team including the AVC, Sr. Directors and the Department Business Officer on a wide range of assignments involving the highest level of administrative and analytic work associated with complex problems of a confidential and sensitive nature. Independently research, analyze and present data from a number of sources, using a variety of tools to develop complex reports for Senior Leaderships use in making decisions in relation to the department's financial position, status of projects and department policies and procedures.
In collaboration with Business Development Manager and under the direction of the Department Business Officer, participate in the design, development, implementation, integration, documentation and maintenance of automated programs for the effective management of CPM's administrative and project management systems. Coordinate the implementation of the Executive Team's decisions regarding the department's responsibility to serve as the Office of Record for design and construction documents for UC San Diego. Ensure ongoing maintenance of electronic and physical files in accordance with department, University and UCOP policies. Organize, manage and conduct special events as assigned.
In collaboration with Central¬HR and under the direction of the Department Business Officer, serve as a resource for department managers, supervisors and staff on a variety of human resource matters. Serve as liaison to the Office of the President, the Chancellor's Office, the Office of General Counsel, Resource Management and Planning, and the Budget Office. Uses professional concepts to apply organization policies and procedures to oversee a variety of ongoing administrative operational issues. Administers defined operational program. Analyzes and resolves operational problems of moderate scope.
A Bachelor's Degree in related area; and/or equivalent experience/training.
Advanced proficiency in calendar management (preferably Microsoft Outlook), proven ability to manage complex calendars for multiple senior level executives, coordinate large meetings and events.
Exceptionally strong experience around accepted accounting principles; strong demonstrated fiscal accounting skills; demonstrated ability to analyze fiscal data and make appropriate recommendations.
Demonstrated knowledge of human resource and payroll administration. Ability to use discretion and maintain confidentiality.
Fast/accurate keyboarding with knowledge of proper formats, grammar spelling and punctuation.
Demonstrated ability in arranging and reconciling travel for Senior Level Executives.
Advanced proficiency in word processing, spreadsheet and powerpoint creation. Excellent knowledge of MS Suite of applications (Word, Excel, Outlook, PowerPoint) and Adobe. Knowledge of common organization-specific and other computer application programs.
Ability to extract accurate and useful information from computerized databases and other sources, conduct analyses and prepare proposals and reports. Knowledge and understanding of document management and records retention policies.
Excellent communication and interpersonal skills to communicate effectively with all levels of staff verbally and in writing. Experience in an office environment with the ability to work as a team member.
Ability to train staff and hold informational sessions, both in a group and 1:1 setting, on a wide array of topics, including but not limited to basic electronic equipment usage, office procedures, database usage, etc.
Ability to collaborate and communicate with technical and non-technical staff with respect to the development of technical solutions.
Excellent organizational skills in order to prioritize multiple tasks, develop, analyze and/or revise procedures, meet deadlines to ensure timely completion of actions, and work in an environment of heavy pressures and changing pr
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