Library Administrative Office Assistant - 121204

The UC San Diego Library, ranked among the top 25 public academic research libraries in the nation, plays an integral role in advancing and supporting the university's research, teaching, patient care, and public service missions. The world-renowned research for which UC San Diego is known starts at the Library, which provides the foundation of knowledge needed to advance cutting-edge discoveries, in a wide range of disciplines, from science and healthcare to public policy and the arts. The Library provides a vast number of information resources, including access to more than 7 million digital and print volumes, journals, and multimedia materials to meet the knowledge demands of scholars, students, and members of the public.

Reporting to the Communications & Engagement (C&E) Director, and receiving additional work direction from members of the Senior Leadership Team (SLT) and the Development (DEV) Program Director, incumbent independently performs a broad range of administrative and fiscal responsibilities; and supports development, communications, and events activities; and provides general support in the Library Administrative Office. In conjunction with and under general guidance of the Executive Assistant, this position is responsible for staffing the Library Administrative Office and providing executive level administrative support to senior management.

As a key member of the University Library Administrative Office, incumbent interacts with faculty, staff, students and campus administrators; donors and prospects; governmental, community, business and news media members. Responsibilities include: coordination and logistical arrangements for donor cultivation, stewardship, and community outreach meetings and events; schedule meetings; maintain donor data; coordinate production, printing, and distribution of print and electronic publications, and notices; compose correspondence, documents, and briefings; coordinate mailings; prepare fiscal and statistical reports.

• Required to work on-site at least four days a week; additional office coverage may be needed.

• Occasional evenings and weekends will be required.

• Proven experience providing the full range of senior administrative support duties such as calendaring, reception, travel coordination, database management, correspondence, etc.

• Strong verbal and written communication skills with the ability to independently compose correspondence, proofread and edit letters, memos, brochures, reports, and other communication vehicles using correct rules of punctuation, grammar, and style. Strong attention to detail and accuracy in reviewing and proofing materials for dissemination.

• Experience organizing, scheduling, and making logistical arrangements for meetings and events of various sizes, including parking, catering, and vendor payments. Skill and judgment in assessing priorities and negotiating schedules and room assignments.

• Proven ability to organize workload to handle multiple tasks, work effectively, maintain accuracy and follow-through, and meet deadlines in a strong service-oriented environment with changing priorities and frequent interruptions. Experience organizing and maintaining documentation for retrieval.

• Demonstrated knowledge of budgeting, and mathematical skills needed to perform calculations using percentages and decimals, and ability to recognize errors and/or discrepancies and take administrative action to correct.

• Excellent interpersonal skills and strong, ability to effectively communicate in a professional manner, including tact, diplomacy, and hospitality, in oral and written forms for effective interaction with individuals associated with the university and the community using mature judgement and discretion.

• Job offer is contingent upon satisfactory clearance based on Background Check results.

Job offer is contingent on successful engagement in the UC COVID-19 Vaccination program (fully vaccinated with documented proof or approved exception/deferral).

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