Residence Life Operations Assistant

Posted: 30-Dec-23

Location: La Jolla, California

Salary: Open

Categories:

Other Staff/Administrative
Staff/Administrative

Internal Number: 127132

UCSD Layoff from Career Appointment: Apply by 1/3/24 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 1/25/24. Eligible Special Selection clients should contact their Disability Counselor for assistance.

DESCRIPTION

UC San Diego uniquely offers a vibrant undergraduate college system designed to combine the benefits of a large research university with the personal experience of a smaller liberal arts college. Students enjoy access to renowned faculty, top-tier facilities, and a choice among eight semi-autonomous undergraduate colleges: Revelle, John Muir, Thurgood Marshall, Earl Warren, Eleanor Roosevelt, Sixth, Seventh, and Eighth, each with its own educational philosophy, traditions, administration, and residential environment.

As part of each student affairs unit in two undergraduate colleges, the Residence Life Operations Assistants play pivotal roles in the execution and embodiment of the institution’s commitment to a comprehensive, collaborative, and educationally purposeful residential program.

Under the supervision of the Associate Dean of Student Affairs / Director of Residence Life, the Residence Life Operations Assistant plays a pivotal role in a home office, offering comprehensive administrative support and promoting efficient operations. Additionally, the Residence Life Operations Assistant will partner with a counterpart from another undergraduate college to provide administrative support for collaborative efforts across all undergraduate colleges including, but not limited to, opening, closing, summer housing, RA selection, and ongoing training/development for student staff.

Key Responsibilities:

1). Operational Support: a) Daily Operations: Aid in everyday office operations, ensuring efficient function, particularly during summer and academic year transitions; and, b) Security and Safety: Help develop and enforce security measures and emergency protocols.

2) Front Desk: a) Manage and direct incoming calls, emails, and general correspondence to relevant staff members. Respond to and/or direct communication coming into the residence life office, ensuring timely and accurate information dissemination as well as ensuring adherence to privacy and data protection policies; b) Appointment Scheduling: Coordinate and schedule appointments and meetings as required; and, c) Space Management: Assist in scheduling and reserving spaces and managing access control, ensuring security and adherence to access protocols.

3) Process Management: Organize, prepare, and manage documents, records, and processes relevant to residence life operations.

4) Event and Program Support: a) Logistical Support: Aid in organizing events and programs, including purchasing, space booking, catering/food orders, material preparation, submission of financial / summary information, and assessment; and, b) Promotion: Help develop and disseminate promotional materials for residence life events and programs.

5) Referral and Issue Escalation: a) Issue Identification: Identify potential issues and cases of concern within the residence life community; and, b) Escalation and Referral: Direct and escalate concerns judiciously, referring individuals to appropriate resources or delegating communications effectively to student staff.

6) Data Management: a) Database Management: Maintain and update databases related to student housing, assignments, conduct, and other key areas; and, b) Reporting: Generate and manage reports, ensuring they are accurate and provided in a timely manner.

• Must be able to work flexible hours including evenings, weekends, and holidays.

QUALIFICATIONS

• Previous experience in a Residential Life environment.

• Demonstrated effectiveness as a facilitator in promoting effective communication with individuals and groups.

• Skill in managing projects by planning, organizing, prioritizing, and monitoring work for the purposes of delivering a specific output.

• Skill and ability to analyze, plan, develop, coordinate and implement office systems to ensure efficient operation. Proven ability to organize a continuous flow of work in a timely manner while meeting deadlines and with close attention to detail.

• Demonstrated ability to work effectively with frequent interruptions, changing priorities and conflicting deadlines.

• Proven skill to conceptualize, organize, and arrange projects, meetings and plan events, including arranging logistics such as room reservations, ordering audio-visual, catering, producing materials, participant registration, etc.

• Demonstrated effective interpersonal skills in communicating with individual

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  About University of California San Diego
  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.
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