Building Operations Administrative Assistant – 128317

UCSD Layoff from Career Appointment: Apply 2/28/2024 by for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 3/8/2024. Eligible Special Selection clients should contact their Disability Counselor for assistance.

Under general supervision, provide administrative support to Facilities Management Building Operations Division including but not limited to Campus Research Machine Shop (CRMS), Trades/Zones Maintenance, and Recharge Projects Team. Act as point-of-contact for inquiries from Talent Acquisition, campus customers, and division employees. Receive and respond to incoming communications; review and determine appropriate action and referral, routing and deadline for correspondence including urgent requests. Maintain follow-up system to ensure that deadlines are met, maintain electronic mail log and hard copy files and provide regular updates. Maintain and regularly update calendars for Building Operations Assistant Director, Superintendents and Supervisors. Research and evaluate sources for supplies and services, prepare purchase requisitions and review invoices for accuracy, reconcile with correct index. Place orders for and maintain office supplies and equipment. Review Building Operations monthly financial statements; generate reports, look for anomalies or discrepancies and notify Supervisor.

• May be required to work overtime.

• Experience providing administrative services and clerical support to an operational unit and/or administrator.

• Demonstrated experience with web-based technology, database management, electronic calendaring, spreadsheet, and word-processing programs (MS Office Suite); Ability to gather and manipulate data to create and organize reports from varying University intranet programs.

• Experience composing documents, letters and reports utilizing appropriate format and style, correct grammar, spelling and punctuation. Proven ability to proofread material for correct grammar, spelling and punctuation.

• Experience scheduling and coordinating meetings and conferences.

• Experience working with generally-accepted accounting principles and practices and ability to perform basic financial calculations and analyses.

• Ability to assess problems/procedures, identify and communicate issues, evaluate options within the parameters of established policy and procedures, consider consequences and recommended solutions.

• Strong organizational and administrative skills with demonstrated experience setting priorities, meeting deadlines in a demanding, multi-faceted environment while maintaining a high level of attention to detail and accuracy.

• Excellent communication skills, both oral and written; ability to communicate ideas and issues clearly, concisely and accurately. Ability to deal effectively with high-level administrators, staff, students, contractors and diverse populations at various levels of the organization.

• Demonstrated ability to utilize sound, independent judgment and respond quickly to emergency situations. Adept at prioritizing, anticipating needs and making independent decisions where precedent may not exist.

• Demonstrated, effective use of tact, diplomacy and confidentiality when scheduling appointments/meetings and screening phone calls.

• Ability to update procedural manuals and implement new and/or revised administrative policies and procedures.

• DOJ/FBI Background Clearance required prior to hire

• DMV Scan

Pay Transparency Act

Annual Full Pay Range: $40,700 – $81,850 (will be prorated if the appointment percentage is less than 100%)

Hourly Equivalent: $19.49 – $39.20

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).

If employed by the University of California, you will be required to comply with our Policy on Vaccination Programs, which may be amended or revised from time to time. Federal, state, or local public health directives may impose additional requirements.

To foster the best possible working and learning environment, UC San Diego strives to cultivate a rich and diverse environment, inclusive and supportive of all students, faculty, staff and visitors. For more information, please visit UC San Diego Principles of Community .

The University of California is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, age, protected veteran status, gender identity or sexual orientation. For the complete University of California nondiscrimination and affirmative action policy see: http://www-hr.ucsd.edu/saa/nondiscr.html

UC San Diego is a smoke and tobacco free environment. Please visit smokefree.ucsd.edu for more information.