#132315 AVC and Chief Procurement Executive Assistant

DEPARTMENT OVERVIEW:

Join the Residential, Retail and Supply Chain Services (RRSS) team at UC San Diego, a dynamic and innovative campus department dedicated to delivering exceptional service to the university community. As a valued RRSS team member, you will be contributing to a broad and complex organization consisting of five key units: Housing, Dining and Hospitality (HDH), Integrated Procure-to-Pay Solutions (IPPS), the UC San Diego Bookstore, Triton Print & Digital Media, and the Early Childhood Education Center (ECEC). With a focus on innovation and customer satisfaction, RRSS aims to inclusively meet the diverse needs of the UC San Diego community while fostering a sense of belonging for our students and staff.

As a member of the HDH team, you will be part of a self-funded unit with over 900 staff employees, 1,000 student employees, and an annual operating budget of $250 million, providing housing and dining services to over 20,000 students, faculty, staff, and their families. RRSS is proud to promote and create opportunities for greater equity, diversity and inclusiveness within our division.

POSITION DESCRIPTION

Provides high level administrative support to the Assistant Vice Chancellor and Chief Procurement and leadership team, dealing with a wide variety of complex and sensitive issues. Provides administrative support for projects and recommends modifications to existing processes and procedures. Incumbent drafts responses to a variety of correspondence. Assists the team with day-to-day operations and handles and prioritizes inquiries, initiating and coordinating meetings and managing complex calendars. Incumbent also maintains confidential information in electronic and paper form, and extracts data as required. Maintains confidential files/documents on department staff. Coordinates, attends and provides administrative support for a variety of meetings. Independently takes initiative to solve all issues and problems that arise in the course of doing business, setting priorities and directing and handling as appropriate while maintaining standards of professionalism and strict confidentiality.

QUALIFICATIONS

• Proven ability to use word processing, database, spreadsheet, e-mail and desktop publishing software, including MS Word, Access, Excel, MS Publisher and MS Outlook.

• Demonstrated ability to perform various personnel functions such as writing job cards, prepare personnel actions to include disciplinary actions, reclassification requests, equity requests and providing basic information on benefits.

• Skill in conceptualizing, planning and organizing events and projects.

• Skill and ability to analyze, plan, develop, coordinate and implement office systems to ensure efficient operation.

• Excellent customer service skills required for interacting with students, staff, and the public.

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

• Strong interpersonal and communication skills, both oral and written, including knowledge of correct English grammar, spelling, punctuation and usage.

• Ability to independently organize a continuous flow of work in a timely manner while meeting deadlines and with close attention to detail.

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

• Demonstrated ability to effectively interpret and follow directions.

• Demonstrated ability to maintain confidentiality.

• Ability to operate standard office equipment such as fax, copy machine, adding machine, telephone systems and shredder.

• Attention to detail in completing forms and projects.

• Proven organizational and problem solving skills with the ability to prioritize and coordinate workload.

SPECIAL CONDITIONS

• Job offer is contingent upon satisfactory clearance based on Background Check results.

CANRA Mandated Reporter: This position has been identified as a Mandated Reporter pursuant to the California Child Abuse and Neglect Reporting Act and requires immediate reporting of physical abuse, sexual abuse, emotional abuse, or neglect of anyone under the age of 18.

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.

UC San Diego is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age or protected veteran status.

For the University of Californias Affirmative Action Policy please visit: https://policy.ucop.edu/doc/4010393/PPSM-20
For the University of Californias Anti-Discrimination Policy, please visit: https://policy.ucop.edu/doc/1001004/Anti-Discrimination

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