Design Lab Administrative Assistant
The University of California, San Diego
About this position
Position Description
Reporting to the Operations Officer, the operations assistant coordinates the day-to-day administrative operations for Design Lab. Reviews, evaluates and forwards non-routine correspondence; sets priorities, and prepares and submits reimbursement requests via Concur system. Prepares travel arrangements, online travel authorizations, pre-payments and advances. Independently coordinates all logistical aspects of Design Lab events such as conferences, colloquia, workshops, roundtables, seminars, symposia, etc. Designs and prepares promotional materials including brochures, flyers, programs and proceedings. Invites and confirms guest speakers, organizes schedule, prepares agendas, and distributes materials and announcements to appropriate audiences. Arranges all accommodations and travel for participants. Other duties within scope of description.
Qualifications
Strong demonstrated experience providing high-level administrative support: scheduling meetings, calendaring, complex travel arrangements and managing general office needs. Excellent interpersonal and customer service skills to interact professionally and courteously with diverse personalities, including non-native English speakers, within and outside of the University, using tact, diplomacy and flexibility. Graduation from college and two years of related experience; or an equivalent combination of education and experience. Thorough knowledge of event planning, marketing and organization of special events.Working knowledge of concepts, principles and practices of event planning and production and public relations. Proven ability to independently perform a variety of accurate financial calculations using basic arithmetic functions including addition, subtraction, multiplication, division, percentages, ratios, etc. Strong organizational skills/ability to work independently, prioritize tasks, organize time efficiently, and initiate and track routine independent short and long range projects to completion. Proven ability to independently analyze complex problems, research complex issues, draw appropriate conclusions, and develop and implement innovative solutions. Skill in proofreading and correcting text for accuracy, clarity, grammatical and syntactical correctness and continuity. Experience processing payments, travel, reimbursements and other transactions. Strong demonstrated ability to work independently and harmoniously as part of a team with frequent interruptions and to meet established deadlines; ability to identify issues needing referral to supervisor. Excellent time management and organizational skills to manage multiple and/or diverse responsibilities concurrently, including organizing work, setting and maintaining priorities, meeting deadlines and meeting quality and quantity standards. Flexibility in dealing with people and competing demands. Ability to work with frequent interruptions.