UCSD Layoff from Career Appointment: Apply by 09/11/18 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor. Eligible Disability Counseling and Consulting services (DCC) or Special Selection clients should contact their Vocational Rehabilitation 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.
DEPARTMENT OVERVIEW Creative Service and Publications (CSP) is a department within University Communications and Public Affairs (UCPA) at UC San Diego. Each year, CSP produces hundreds of communication pieces on behalf of the campus at large as well as for its clients for individual schools, divisions, departments, and support units. Services include comprehensive web and new media work, the full range of traditional printing design and publishing, art direction, brand development, copywriting and editing, photography, video production, project consultation and management, and strategic marketing. Creative Services and Publications also operates Studio Ten 300, a state-of-the-art broadcast studio that links UC San Diego's world-class faculty to media organizations. The executive director of CSP manages the department and plays a key leadership role in the development and implementation of campus communication initiatives, brand, and graphic guidelines.
POSITION OVERVIEW The Administrative Coordinator provides executive support to the Executive Director, administrative and hiring support to the 25-person CSP team, and customer service support to CSP clients. Executive support responsibilities include maintaining the calendar of the Executive Director, arranging business related travel, and drafting and submitting expense reports. Assists the Executive Director and senior staff with research, client outreach, and business analysis.
The Administrative Coordinator's administrative support duties include complex meeting coordination for the entire CSP team, and project management of photography and video services. Directly manages two large, high-demand conference rooms used by CSP, University Communications, the Chancellor's Office, Special Events and Protocol, and OPAFS. Is also responsible for record and file keeping in accordance with office and university policy and for coordinating recruitment of new personnel. Handles day to day updates for various web properties managed by CSP.
The Administrative Coordinator is the front-line client service agent for CSP. Serves as liaison with customers that include senior-level campus leaders, external community partners and business vendors. Duties include orienting new and returning clients to office practices, receiving clients and other colleagues for meetings, routing phone and e-mail inquiries to responsible tame members.
The Administrative Coordinator supports the Business Manager on an as-needed basis with office fiscal management, facility management, and timekeeping duties. Supports the Studio Manager in scheduling faculty and media as needed. The Administrative Coordinator handles sensitive and confidential information as needed. Discretion, political acumen, and excellent communication and interpersonal skills are required. The ideal candidate will be patient, comfortable with frequent task switching, and able to manage competing priorities.
Please submit a cover letter for a complete application.
Proven experience in management of an executive's time and calendar. Experience in negotiating and coordinating appointments with external media.
Demonstrated experience in providing customer service, both on the telephone and in person, in a multicultural, multi-ethnic environment.
Thorough knowledge and experience with all aspects of Payroll policies and procedures. Proven experience in processing monthly and bi-weekly timekeeping. Familiarity with the UC San Diego online Timekeeping preferred.
Demonstrated experience in the recruitment process of new staff employees. Experience in hiring and supervising student employees.
Demonstrated experience with a wide range of computer software, including calendar, spreadsheet, database and word processing applications.
Proven experience with marketing services or familiarity w
UC San Diego is an academic powerhouse and economic engine, recognized as one of the top 8 public universities by U.S. News and World Report. Innovation is central to who we are and what we do. Here, students learn that knowledge isn't just acquired in the classroom - life is their laboratory. UC San Diego's rich academic portfolio includes six undergraduate colleges, five academic divisions and five graduate and professional schools. The university's award-winning scholars are experts at the forefront of their fields with an impressive track record for achieving scientific, medical and technological breakthroughs.