University of California, San Diego
tendersglobal.net
Reporting to the School Chief Operations Officer (COO), the Administrative Support Manager provides high-level complex oversight for the administrative support unit providing service to all Department Chairs and Faculty. The faculty assistant team is responsible for the coordination of the academic and research support operations including logistics for faculty recruitment, transitioning new faculty to campus, organizing department meetings and seminars, oversight of procurement and processing of faculty expenses, support for travel, relocations, etc. The Faculty Assistants additionally support instruction by ordering, copying, uploading, and distributing materials.
The Administrative Support Manager will work with Department Chairs, Committee Chairs, Faculty Leaders, and other groups regarding administrative staffing issues or concerns and address as appropriate. Incumbent is responsible for strategic planning, defining department-wide policies and procedures, and advising the School Chief Operations Officer on administrative support matters. Conduct monthly staff meetings and attend regular management meetings with senior management, Chairs and Deans. Orient and train new team members. Serve as back-up to Dean’s Executive Assistant as needed. Perform other duties as assigned.
Bachelor’s degree in related area and / or equivalent experience / training.
Working knowledge of the organization’s processes and procedures, rules and regulations.
Working knowledge of common organization-specific and other computer application programs. Strong knowledge of and skill with UCSD’s web-based business applications such as: Oracle, Concur, and Payment Compass. Strong experience in business application software including: MS Word, Outlook, Access, On-Time Calendar, Excel, PowerPoint, web-based programs, browsers, electronic mail, databases, and word processing with fast, accurate key entry skills.
Interpersonal skills including verbal and written communication, active listening, critical thinking, persuasiveness, advising, and counseling to effectively motivate others. Strong skills to communicate effectively with all levels of staff, faculty, alumni / donors, students and external constituencies, both verbally and in writing. Possess skills of tact, poise, diplomacy, and hospitality with a diverse population of staff, faculty, industry, and the community in a high pressure and demanding environment.
Skills to evaluate issues and identify resolutions. Solid analytical / problem-solving skills. Proven ability to work independently and effectively with minimal supervision; make decisions; accurately anticipate needs; take initiative; learn quickly; demonstrate flexibility; and maintain professional composure while working under pressure of frequent interruptions and changing priorities.
Strong service orientation with the ability to effectively manage multiple priorities. Ability to multi-task with demanding timeframes. Demonstrated experience in setting priorities, producing timely results, and meeting deadlines, in a varied demand work environment while maintaining an extremely high level of attention to detail and accuracy.
Political acumen and sensitivities to the differing perspectives and political circumstances within all levels of the organization as well as the Office of the President and external constituencies.
Ability to work well as a team member, foster positive professional relationships and resolve conflict with co-workers.
Advising and counseling skills.
Ability to use high-level discretion and maintain a high level of confidentiality. Ability to act independently and exercise sound judgment, with the acumen and sensitivity to identify those decisions and activities which require confidentiality and/or higher-level consultation and/or group collaboration. Ability to maintain poise in delicate situations and clarify and resolve ambiguous and/or conflicting needs.
Solid skills in problem identification. Proven ability to research and analyze situations, identify existing or potential impacts, develop and recommend innovative solutions, determine and implement procedures to accomplish effective resolution, and evaluate results or progress.
Superior ability to develop, implement and maintain computerized and paper records and filing systems that allow for easy retrieval of information by self and others.
Demonstrated ability to manage a complex calendar with frequent changes in a fast-paced environment, including completion of meeting documents and back-up with attention to detail.
Experience in the successful recruiting, supervising, motivating, and leading of staff; in analyzing workflow and determining optimal staff configurations to meet operational and service needs; and in resolving performance problems and other personnel issues.
Strong writing, proofreading and composition skills with the ability to draft, edit and finalize various forms of communications using proper grammar and writing styles, with accuracy and attention to detail.
Willingness and demonstrated ability to embrace and consistently uphold the principles of community for a collaborative work environment.
General knowledge and understanding of higher education and familiarity with the scope of academic administration within a major university.
Pay Transparency Act
Annual Full Pay Range: $67,200 – $119,600 (will be prorated if the appointment percentage is less than 100%)
Hourly Equivalent: $32.18 – $57.28
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).
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