Residence Life Operations Assistant – 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.

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.

• 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 individuals and groups of diverse cultural and ethnic backgrounds and in working with staff at all levels in an academic environment or large organization.

• Proven ability to exercise tact, mature judgment, confidentiality, diplomacy and flexibility to promote positive working relationships and job effectiveness.

• Strong creative and analytical skills to provide solutions which address issues within all functional areas of responsibility.

• Proven ability to work independently and to compile and analyze data.

• Proven ability to use Microsoft Office and Google Suite.

• Demonstrated ability to maintain confidentiality.

• Proven interpersonal communication skills, both oral and written, in English.

• Job offer is contingent on clear Background Check.

• This position has been identified as a Responsible Employee pursuant to the Title IX of the Education Amendments of 1972, and requires immediate reporting of discrimination on the basis of sex (including, but not limited to, sexual harassment and sexual violence) in education programs or activities.

• This position has been identified as a Campus Security Authority pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (Clery Act), and requires immediate reporting of Clery Act crimes occurring on Clery Act geography to the UC San Diego Police Department (UCPD).

• The California Child Abuse and Neglect Reporting Act (“CANRA”), Penal Code sections 11164-11174.4) requires certain professionals, known as “mandated reporters”, to report known or suspected instances of child abuse or neglect to law enforcement. This position has been identified as a “mandated reporter”.

Pay Transparency Act

Annual Full Pay Range: $33,900 – $70,052 (will be prorated if the appointment percentage is less than 100%)

Hourly Equivalent: $16.24 – $33.55

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.