OMCP Administrative Analyst (Hybrid)
The University of California, San Diego
About this position
Position Description
DEPARTMENT OVERVIEW Operations Management and Capital Programs (OMCP) supports the missions of the University of California, San Diego, by providing core infrastructure services, critical to the current and future needs of the campus, impacting the Campus and Medical Center population of approximately 75,000 students, staff and faculty. The Main Campus, Elliott Field, Point Loma, Scripps Institution of Oceanography, La Jolla and Hillcrest Medical Center's multi-billion physical assets consist of over 20 million gross square feet of space in nearly 900 buildings, dispersed across approximately 2,000 acres of land holdings. The Vice Chancellor OMCP office manages the departments of Public Safety, Facilities Management, Environment Health and Safety, Capital Project Management, Campus Planning, Parking, Transportation and Fleet Services, Policy & Records, Utilities & Sustainability and OMCP Finance & Administration The activities of OMCP impact life on campus on a daily basis and directly contribute to the well being and safety of our UC San Diego faculty, student, and staff community. POSITION OVERVIEW The OMCP Administrative Analyst provides high-level professional support to the OMCP organization in the areas of workforce personnel administration, event planning, and communications. Reporting to the OMCP Admin Manager, this position is responsible for management of the organization's complex and unique workforce administration actions. This can include administrative policies and procedures that apply to specialized divisions. This position handles a wide-variety of issues that are of a complex and sensitive nature, provides confidential administrative support for unit leaders, and therefore, must exercise leadership, tact, and discretion to meet daily management challenges. Independently conducts analysis of complex operational, staffing, payroll and financial data. Routinely prepares complex operational demographic reports, ensuring data accuracy, timely delivery of information, and compliance with policy requirements. Utilizing data from the relational databases across available business systems, develops meaningful documentation, presentation material, reports, and dashboards to be used by OMCP leadership and individual units for decision-making across areas of technology, staffing, finance, and operations. Provides guidance and consultation in the administration and implementation of strategic development initiatives, talent capability assessments, training, employee performance, and staffing needs to maximize the effectiveness and efficiency of organizational operations while ensuring standards are within regulatory and budgetary restrictions, and in support of the University’s strategic mission and plan. The OMCP Administrative Analyst regularly works on highly complex issues where analysis of situations or data requires an in-depth evaluation of variable factors. This position must exercise judgment in selecting methods, techniques and evaluation criteria for obtaining results. Erroneous decisions or failure to achieve goals result in additional costs, and serious delays in overall schedules. This position works within a sophisticated, highly-collaborative service office that fosters relations with senior management, faculty, community leaders, and university and government officials. Exercises independent operational management and applies discretionary authority to solve managerial and programmatic concerns. Participates in strategic planning, long and short-term goal setting for the department. Uses skills as a seasoned and experienced administrative operations professional to manage, plan and administer the operations of a small to mid-sized academic or non-academic department or organizational unit with limited scope. May report to a chair, director, or a higher level administrative operations professional or manager. Perform short- and long-term planning for the organization. Demonstrates good judgment in selecting methods and techniques for obtaining solutions.
Qualifications
Thorough knowledge of University rules and regulations, processes, protocols and procedures for budget, accounting and fund management, and / or personnel management. Demonstrated experience in and knowledge of recruitment processes for a diverse workforce comprised of skilled crafts, trade, technical, professional and management positions. Excellent understanding of job classification requirements. Demonstrated management and conflict resolution skills to effectively lead and motivate others. Demonstrated experience managing a broad scope of complex personnel issues. Demonstrated knowledge and skill in applying HR policies and implementing best practice procedures in relation to personnel, including recruitment/selection, employee relations, evaluations, terminations/layoffs, corrective actions, collective bargaining and diversity matters. Knowledge of a variety of administrative operational activities such as event planning, basic fundraising processes, risk management planning, website design, accounting and payroll, and contracts and grants regulations and guidelines. Working knowledge of concepts, principles and practices of event planning and production and public relations. Extensive work experience in producing high quality, complex written reports, and other documents; proven skill to effectively communicate in a clear, organized and concise manner. Proven ability using organizational skills to prioritize and multi-task in a high-volume environment. Demonstrated ability to meet deadlines. Thorough knowledge of financial analysis and reporting techniques, and / or human resources policies and procedures for staff and academic employees. Ability to read, interpret, and apply HR policy as required to administer personnel processes. Solid knowledge of common University-specific computer application programs. Experienced user of MS Suite of applications (Word, Excel, Outlook, PowerPoint) and Adobe. Ability to train staff and hold informational sessions for participants in processes overseen by this position. Demonstrated ability to develop standard operating procedures, instructions and training material. Interpersonal skills including verbal and written communication, active listening, critical thinking, persuasiveness, advising and counseling skills. Excellent interpersonal skills including tact, diplomacy and flexibility in working with a diverse population of staff and students. Ability to work with various management styles and a variety of skilled/unskilled, professional, administrative, and industry personnel. Ability to use discretion and maintain confidentiality. Strong skills in short-term planning, analysis, problem-solving, and customer service. Demonstrated ability to analyze information, situations, problems, policies and procedures; ask critical questions to gather all required information; identify potential solutions; apply solutions and formulate logical and objective conclusions from data and observations; communicate conclusions to a variety of personnel at various levels. Strong demonstrated ability to examine policies, processes, and procedures in order to gain a clear understanding of business issues affecting operations, as well as experience in offering recommendations and suggestions for improvements. Ability to envision technical solutions, communicate with both technical and non-technical staff. Ability to provide excellent customer service and interact in a positive manner with diverse groups of people. Demonstrated ability to apply and model the Principles of Community in all interactions.
Job Location
Hybrid