Facilities & Operations Assistant (Hybrid) - San Diego, United States - UC San Diego

UC San Diego

Verified Company

San Diego, United States

3 weeks ago

Posted by:

Mark Lane

beBee recruiter

Description

Payroll Title:

BLANK AST 3
Department:
RADY SCHOOL OF MANAGEMENT
Hiring Pay Scale

- $57,128 - $61,095 /Year

Worksite:
Hybrid Remote
Appointment Type:
Career
Appointment Percent:
100%
Union:
CX Contract
Total Openings:
2
Work Schedule:
Days, 8 hrs/day, Mon-Fri
#129129 Facilities & Operations Assistant (Hybrid):

Extended Deadline:
Tue 6/4/2024**
UC San Diego values equity, diversity, and inclusion.
If you are interested in being part of our team, possess the needed licensure and certifications, and feel that you have most of the qualifications and/or transferable skills for a job opening, we strongly encourage you to apply.

DESCRIPTION:

The Rady School of Management provides business education through its PhD program, Masters degree programs, undergraduate minors and courses, and executive business programs.

In addition to these educational programs, the Rady School includes the Beyster Institute, the California Institute of Innovation and Development, and the US Israel Center.

The Rady School's values are excellence, innovation, collaboration and integrity.

The staff who work at the Rady School have created a highly participatory, high energy, upbeat environment where providing excellent customer service to our students and our faculty is a priority.

The Facilities & Operations Assistant responds to online ticketing request from colleagues needing facilities support, custodial services, and conference room reservations.

The position interacts with all Rady School of Mangement staff including our faculty, students, visitors and our stellar, onsite custodians.

This position produces documents & spreadsheets, and orders office supplies and office furniture.

This position also orders a large range of cleaning supplies and arranging for payment, verification and online processing of vendor bills, and reconciliation of credit card charges.

This position is the "front door" to the Rady School of Management, greeting, welcoming, and directing visitors.

In addition, the position interacts with people within the UCSD community and from the general San Diego community by providing information regarding Rady School conference space availability, suitability, cost, and event services.

The position solicits client's needs for support services (IT, AV, furniture set up, catering, parking, specialized furniture/equipment, linens) and identifies and explains meeting room options based on client needs.

Also, must coordinate lunch/breaks with colleagues.

Very rarely needed to work prescheduled overtime including evenings and some weekends due to special events (graduation, preterm/orientation, other special events).
This position will have a hybrid/remote schedule with 23 days each week on campus, and 23 days worked from home.
Submission of a cover letter along with a resume is preferred.

QUALIFICATIONS:

Experience providing administrative support including organizing or tracking information via spreadsheets, document creation, using and methodically storing online files; using shared drives, distribution of mail, ordering supplies, etc. Strong experience with Microsoft Office. Demonstrated ability to maintain confidentiality in all matters.
Strong experience with Outlook calendaring system. Experience with complex calendaring of multiple people/spaces/resources. Experience prioritizing multiple people, rooms, or resources. Experience juggling complex schedules or recurring meetings with absolute accuracy; experience doublechecking work and proactively searching for possible scheduling conflicts or oversights.
Experience multitasking in an environment with frequent interruptions and same day projects with firm deadlines. Experience working in tandem with others; the ability to establish a rapport and a reputation for teamwork, collaboration and reliability.
Experience organizing nonfinancial information (example: work orders, inventory, invoices, travel plans, contracts, client lists, etc) using spreadsheets (Excel or Google Sheets). Experience tracking information using and updating Excel. Experience using online financial systems to pay bills, reconcile expenses, assign expense codes.
Excellent organizational, prioritization, and time management skills with experience working on projects with deadlines, and completing assignments on own initiative and with attention to detail.
Experience participating on meetings and scheduling meetings via Zoom (or the ability to learn); Experience using initiative to do online research for information including supplies, vendors, directions etc.
Experience using an online system to order supplies from different vendors. Experience using an online system to pay invoices, confirm receipt of merchandise, reconcile vendor invoices or credit card statements (or the ability to learn).

PREFERRED