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.

DESCRIPTION

DEPARTMENT OVERVIEW

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.

POSITION OVERVIEW

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.

QUALIFICATIONS

  • 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).

SPECIAL CONDITIONS

  • 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: 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.



icon no score

See how you match
to the job

Find your dream job anywhere
with the LiveCareer app.
Mobile App Icon
Download the
LiveCareer app and find
your dream job anywhere
App Store Icon Google Play Icon
lc_ad

Boost your job search productivity with our
free Chrome Extension!

lc_apply_tool GET EXTENSION

Similar Jobs

Want to see jobs matched to your resume? Upload One Now! Remove
Contingent Operations Support Lead (Mids)

Imagine One

Posted 1 week ago

VIEW JOBS 4/12/2019 12:00:00 AM 2019-07-11T00:00 Job Title: Contingent Operations Support Lead Job Code: 7535785 Job Location: San Diego, CA Position Description: This position supports the Multi-functional Information Distribution System (MIDS) Program Office (MPO) PMA/PMW-101. The Operations Support Lead will perform organizational management or related duties in a U.S. Navy Program Office. Experience Requirements: * Minimum of seven (7) years' experience in a U.S. Federal office performing organizational management or related duties * Note: A Master's degree may be substituted for four (4) years of experience Desired Qualifications: * Experience working in a U.S. Navy Program Office. * Experience with processing concurrent tasks and working with other team members to accomplish large or complex tasks. * Proficient in MS Office applications. * Experience in overseeing and coordinating daily activities of a program office. * Experience managing and maintaining strategic engagement and leadership calendars. * Experience in defense public release and foreign disclosure requirements and processes, and public relations and media management. * Experience in organizational effectiveness optimization, including management of business process improvement initiatives; development of standard operating procedures (SOPs), policies, instructions and training; and Lean Six Sigma initiatives. * Experience in DoD and Navy records management. * Experience supervising the work of others in supporting roles, including assigning workload and monitoring performance. * Experience in performing research and analysis on administrative issues. Educational Requirements: * Bachelor's degree from an accredited four-year college or university * Desired: Master's degree * Desired: Business or Program Management certification(s) Security Requirements: U.S Citizenship is required. Candidate must have an ACTIVE SECRET clearance. Imagine One offers a full package of benefits and competitive salary, excellent group medical, vision and dental programs. 401K savings plan; $4K annual tuition reimbursement ($5K if pursuing Master's degree); employee training, development and education programs; profit sharing; advancement opportunities; and much more! Imagine One is an Employee Owned Company! Imagine One is an Equal Opportunity/Affirmative Action Employer. Additionally, we abide by the requirements of 41 CFR §§ 60-1.4(a), 60-300.5(a) and 60-741.5(a). These regulations prohibit discrimination against qualified individuals based on their status as protected veterans or individuals with disabilities, and prohibit discrimination against all individuals based on their race, color, religion, sex, or national origin. Moreover, these regulations require that covered prime contractors and subcontractors take affirmative action to employ and advance in employment individuals without regard to race, color, religion, sex, national origin, protected veteran status or disability. * Imagine One "Contingent" offers for employment may stipulate that one or more requirements be satisfied before final commitment between candidate and Imagine One is established; namely, award of contract to the Imagine One Team. Contingent requirements vary and may also include, but not be limited to additional factors (i.e., the position still being available after negotiations with the Government; final approval of your qualifications by the Government; or ability to successfully acquire and/or transfer a DoD security clearance). Imagine One San Diego CA

Professional & Cont. Education Operations Support

University Of California