Facilities & Operations Assistant (Hybrid) - 129129

UCSD Layoff from Career Appointment: Apply by 4/11/24 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 4/22/24. Eligible Special Selection clients should contact their Disability Counselor for assistance.

The Rady School of Management provides business education through its PhD program, Masters degree programs, undergraduate minors and courses, and executive business programs. In addition to these educational programs, the Rady School includes the Beyster Institute, the California Institute of Innovation and Development, and the US Israel Center.

The Rady School's values are excellence, innovation, collaboration and integrity. The staff who work at the Rady School have created a highly participatory, high energy, upbeat environment where providing excellent customer service to our students and our faculty is a priority.

The Facilities & Operations Assistant responds to online ticketing request from colleagues needing facilities support, custodial services, and conference room reservations. The position interacts with all Rady School of Mangement staff including our faculty, students, visitors and our stellar, onsite custodians.

This position responds to general inquiries for information via email and phone, and reserves parking for visitors. The Facilities & Operations Assistant is heavily involved with the scheduling of a variety of conference rooms and schedules multiple rooms using Outlook Calendar throughout the day.

This position produces documents & spreadsheets, and orders office supplies and office furniture. This position also orders a large range of cleaning supplies and arranging for payment, verification and online processing of vendor bills, and reconciliation of credit card charges.

This position is the "front door" to the Rady School of Management, greeting, welcoming, and directing visitors. In addition, the position interacts with people within the UCSD community and from the general San Diego community by providing information regarding Rady School conference space availability, suitability, cost, and event services. The position solicits client's needs for support services (IT, AV, furniture set up, catering, parking, specialized furniture/equipment, linens) and identifies and explains meeting room options based on client needs.

Also, must coordinate lunch/breaks with colleagues.

• Very rarely needed to work prescheduled overtime including evenings and some weekends due to special events (graduation, preterm/orientation, other special events).

• This position will have a hybrid/remote schedule with 2-3 days each week on campus, and 2-3 days worked from home.

• Submission of a cover letter along with a resume is preferred.

• Experience responding to customer inquiries for information via email, phone, and in person, using customer service skills. Rapport-building skills. Experience problem-solving for visitors who are lost or who are seeking directions.

• Experience providing administrative support including organizing or tracking information via spreadsheets, document creation, using and methodically storing online files; using shared drives, distribution of mail, ordering supplies, etc. Strong experience with Microsoft Office. Demonstrated ability to maintain confidentiality in all matters.

• Strong experience with Outlook calendaring system. Experience with complex calendaring of multiple people/spaces/resources. Experience prioritizing multiple people, rooms, or resources. Experience juggling complex schedules or recurring meetings with absolute accuracy; experience doublechecking work and proactively searching for possible scheduling conflicts or oversights.

• Experience working as an onsite receptionist greeting and directing a wide variety of visitors, including high level VIPs. Experience demonstrating a welcoming, helpful, professional demeanor. Experience triaging people, phone calls, and incoming email messages.

• Experience multi-tasking in an environment with frequent interruptions and same day projects with firm deadlines. Experience working in tandem with others; the ability to establish a rapport and a reputation for teamwork, collaboration and reliability.

• Experience organizing non-financial information (example: work orders, inventory, invoices, travel plans, contracts, client lists, etc) using spreadsheets (Excel or Google Sheets). Experience tracking information using and updating Excel. Experience using online financial systems to pay bills, reconcile expenses, assign expense codes.

• Excellent organizational, prioritization, and time management skills with experience working on projects with deadlines, and completing assignments on own initiative and with attention to detail.

• Experience participating on meetings and scheduling meetings via Zoom (or the ability to learn); Experience using initiative to do online research for information including supplies, vendors, directions etc.

• Experience using an online system to order supplies from different vendors. Experience using an online system to pay invoices, confirm receipt of merchandise, reconcile vendor invoices or credit card statements (or the ability to learn).

PREFERRED

• Experience interacting with international visitors, students, etc.

• Experience with event space organization or conference room bookings. Experience supporting events including confirming events logistics such as catering orders (or paying for them), room reservations, parking arrangements for visitors.

• Experience or familiarity with facilities/custodial requests for service/issues. Experience triaging requests for facilities/custodial services. Experience demonstrating a customer service attitude when responding to callers with requests for facilities/custodial support (or similar).

• Experience using the UCSD Oracle Financial Cloud and/or Concur to process financial documents; experience using the UCSD Concur system for online processing of other documents.

• Job offer is contingent on clear Background Check.

Pay Transparency Act

Annual Full Pay Range: $40,700 - $81,850 (will be prorated if the appointment percentage is less than 100%)

Hourly Equivalent: $19.49 - $39.20

Factors in determining the appropriate compensation for a role include experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. The Hiring Pay Scale referenced in the job posting is the budgeted salary or hourly range that the University reasonably expects to pay for this position. The Annual Full Pay Range may be broader than what the University anticipates to pay for this position, based on internal equity, budget, and collective bargaining agreements (when applicable).

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.

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