Facilities and Operations Coordinator
The University of California, San Diego
About this position
Position Description
Reporting to the Director, incumbent provides high level administrative and programmatic support to the Raza Resource Centro (RRC) and will receive day-to-day work direction from the Associate Directors. This includes managing the day-to-day operations, infrastructure, facilities management, logistics, purchasing of supplies, goods and materials for the RRC. Incumbent develops, analyzes, interprets, and implements policies and procedures for the operations of the RRC, including front desk operations, facility usage, implementation of and adherence to financial protocols & procedures, and requests for information and referral. The incumbent acts as the primary fiscal transaction preparer (Oracle and Concur) for the RRC. Incumbent serves as liaison with Facilities Management, IT, Oracle, ACT, CMS, EVC Business Office, and VC-OT Office to ensure the infrastructure needs of the RRC are met. Incumbent also oversees and coordinates maximum coverage and support of RRC programs and facilities. Incumbent supports and coordinates RRC cultural initiatives and signature programs with Associate Directors, including but not limited to Celebrando Exitos and campus-wide Cultural Programs. Incumbent assists higher level specialists with counseling, advising, and online student support activities. Incumbent collaborates to develop the internship training around front desk coverage protocol, RRC operations, and usage of the space. Provide high-level programmatic online support to the RRC and the UC San Diego student community. Incumbent manages staff travel, generates promotional materials (website, social media, correspondence), and as needed is assigned projects of a highly confidential and sensitive nature, including but not limited to small scale student programs. ~ A cover letter is required for a complete application. ~ Work location will be fulltime onsite on Campus.
Qualifications
Graduation from a 4-year college/university with relevant bachelor's degree and/or equivalent combination of education, experience, and skills to perform the functions of the job. Proven experience with successful event planning and organization of special events, including familiarity with general accepted practices of the industry. Proven skills to handle logistics of a wide variety of special events including meetings, staff appreciation socials, lectures, seminars, and workshops. Demonstrated ability to work independently, and as a part of a collaborative team, to organize and to establish job priorities to meet deadlines and constantly changing priorities. Demonstrated advanced skills with a wide range of computer software, including calendar, spreadsheet, word processing, and database applications. Experience with project management and demonstrated experience working on projects from conceptualization to completion. Excellent interpersonal skills with the ability to interact in a positive manner with diverse clientele, including prominent social and business figures, international visitors and dignitaries, elected officials, campus and systemwide administrators, faculty, staff, and students using a high degree of tact, diplomacy, flexibility, and discretion. Strong originality and creativity to anticipate and plan for new or changing workloads, to recommend new administrative approaches to support organizational objectives, to suggest or carry out special projects, and to resolve problems. Experience with complex and confidential calendaring, public relations, development, special projects, and community relations in a fast-paced environment. General experience and knowledge of program evaluation and statistical analysis to draft evaluation reports. Demonstrated experience working independently and prioritizing a complex set of projects with multiple deadlines in order to meet highly critical objectives.