Professional & Cont. Education Operations Support

University Of California San Diego , CA 92140

Posted 2 months ago

UCSD Layoff from Career Appointment: Apply by 3/19/2019 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 3/28/2019. Eligible Special Selection clients should contact their Disability Counselor for assistance.

UC San Diego career employees who have passed their trial period will have priority consideration for this position. Recruiters will begin to refer qualified internal applicants after the first 7 days of the job posting. Qualified external applicants may be referred to the hiring department, if a qualified pool of internal candidates is not identified and upon the request of the hiring manager.

A cover letter is required for a complete application packet.



UC San Diego Extension is fully self-supporting, operating year-round (12 months of active instruction) with a budget of $45 million annually in primarily fee income. The unit has over 200 career employees, including academic, management, staff and executive, as well as represented and non-represented positions.

Many casual or contract employees and student workers also serve in the organization. In addition, Extension employs about 1,000 active by-agreement instructors.

Extension operates in 200,000 square feet of managed space, including a large off-campus classroom facility. The unit maintains a robust online learning platform, operating 24/7 (including some Spanish language elements) with web-casting and video-conferencing capability.

Extension also has a strong web presence with e-commerce operating 24/7. There are over 60,000 enrollment transactions annually; 35,000 outreach certification transactions and 25,000 service transactions. Extension supports a robust network of representatives, agents, and students (both residential and online) around the globe. Along with all of this, Extension operates two television stations, a variety of public lecture programs and is active in federal, state, local, and private research and technical assistance programs and activities.


The incumbent will be the Operations Assistant to the Professional and Continuing Education (PCE) Operations Manager. Organize meetings, conferences, and maintain a complex calendar.

Manage responses to queries from prospective and current students, faculty and staff. Disperse relevant information through interpersonal, telephone, and computer communications. Exercise independent judgment and maintain confidential information.

The incumbent will serve as the principal contact and coordinator for program services needs for all continuing education courses within PCE, which currently includes these UCSD Extension Departments: Business, Science & Technology, Healthcare/Behavioral Sciences, Education, and Lactation.

Provide extensive academic service, administrative support, data support, and marketing assistance. Monitor status of courses and prepare weekly progress reports. Review department procedures and recommend changes to streamline existing processes. Train PCE Staff and Instructors in use of new UCSD or Extension computer applications.

  • A cover letter is required for a complete application packet.

  • This position sits at the front desk, which requires coverage during standard University working hours of 8:00 am 4:30 pm, and thus will not be eligible for flexible work hours.

  • This position is located at the Extension Campus on Villa La Jolla Drive.


  • Proven experience coordinating travel logistics for multiple individuals, which includes reconciling travel receipts, verifying allowable reimbursements, and communicating policies to travelers.

  • Proven experience at an advanced level with the following computer software: Microsoft Word (tracking changes to memorandums, correspondences), Excel (pivot tables, sorting, filtering), Access, Outlook (scheduling and updating appointments, maintaining distribution lists, managing multiple inboxes).

  • Demonstrated experience providing work direction to temporary, casual, and student workers.

  • Demonstrated experience creating basic status reports for management through use of Microsoft Excel, or other similarly functioning software.

  • Demonstrated experience creating purchase orders, communicating with vendors, and maintaining office equipment (calling vendors to schedule repairs, ongoing routine maintenance, identifying any potential repair needs).


  • A background check is required for this position.

  • Duties may require direct contact with children (defined as individuals under the age of 18); completion of the Child Abuse and Neglect Reporting Act (CANRA) training and form will be required.

Apply Now

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:

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

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Professional & Cont. Education Operations Support

University Of California