QI Office Assistant - 133953

Provide high level administrative support to QI front office on a wide range of projects and assignments that are complex and confidential in nature. Analyze meeting requests/room reservations for various campus units and outside clients, ensuring day/time accuracy, notating and communicating changes as they arise.

Coordinate complex travel, including airfare, hotel accommodations and conference registrations. Serve as back-up to Executive Assistant to Director. Manage incoming/outgoing mail/packages. Triage requests and visitors. Other duties within scope of description.

• Bachelor's degree in related area; or an equivalent combination of education and experience

• Demonstrated strong computer proficiency with MS Office Suite (Word, Access, Excel, PowerPoint), Adobe Acrobat, calendaring, and web-based applications.Proven extensive experience in assisting high-level leadership with complex and confidential calendaring, travel arrangements, special projects and community relations in a fast paced environment

• Strong ability to multi-task with demanding time frames. Strong demonstrated experience with providing a full range of high level, independent administrative support combined with proven skill to coordinate complex activities and use independent judgement to organize and prioritize office functions

• Demonstrated experience identifying problems, independently resolving discrepancies with ability to recommend solutions, contributing effectively to support organizational objectives.

• Proven extensive experience in assisting high-level leadership with complex and confidential calendaring, travel arrangements, special projects and community relations in a fast-paced environment

• Proven ability to work independently without direct supervision using initiative and resourcefulness. Ability and willingness to learn new skills and take on new tasks as needed for all aspects of the position

• Experience in planning and organizing functions, meetings and/or special events. This includes preparing agendas, and documenting/formatting minutes of meetings and ensuring action items are completed, followed up and documented.

• Demonstrated ability to communicate effectively, diplomatically, and professionally, both orally and in writing

• Demonstrated superior interpersonal skills to successfully interact with a variety of people, including high-level faculty, executives, members of the community from diverse cultures and backgrounds. Strong ability to exercise political acumen and maintain strict confidentiality (in interactions with both internal and external people) concerning work-related information

• Experience with preparing presentations, including using PowerPoint slides, tables, and graphs.

• Demonstrated ability in handling a high volume of telephone calls from a multi-line telephone system.

• This position has a varied work schedule. Can be hybrid during non-peak periods.

• Required to be in office 4-5 days per week, as work demands.

• Background check required.

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 California's Affirmative Action Policy please visit: https://policy.ucop.edu/doc/4010393/PPSM-20
For the University of California's 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.

Misconduct Disclosure Requirement: As a condition of employment, the final candidate who accepts a conditional offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; received notice of any allegations or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer.

a. "Misconduct" means any violation of the policies or laws governing conduct at the applicant's previous place of employment, including, but not limited to, violations of policies or laws prohibiting sexual harassment, sexual assault, or other forms of harassment, discrimination, dishonesty, or unethical conduct, as defined by the employer. For reference, below are UC's policies addressing some forms of misconduct:

• UC Sexual Violence and Sexual Harassment Policy
• UC Anti-Discrimination Policy
• Abusive Conduct in the Workplace