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Library Administrative Office Assistant - 121204

UC San Diego
United States, California, Oakland
1111 Franklin Street (Show on map)
January 26, 2023
Library Administrative Office Assistant - 121204
Job Description
Filing Deadline: Thu 2/9/2023
UC San Diego values equity, diversity, and inclusion. If you are interested in being part of our team, possess the needed licensure and certifications, and feel that you have most of the qualifications and/or transferable skills for a job opening, we strongly encourage you to apply.

For the safety and well-being of the entire university community, the University of California requires, with few exceptions, that all students, faculty and staff be vaccinated against the COVID-19 virus and influenza before they will be allowed on campus or in a facility or office. For more information visit: /

UCSD Layoff from Career Appointment: Apply by 01/30/23 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 02/09/23. Eligible Special Selection clients should contact their Disability Counselor for assistance.


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.

Pay Transparency Act Full Salary Range: $40,700 - $78,258 Annually

The University of California, San Diego is required to provide a reasonable estimate of the compensation range for this role. This range takes into account the wide range of factors that are considered in making compensation decisions including but not limited to experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. It is not typical for an individual to be offered a salary at or near the top of the range for a position. Salary offers are determined based on final candidate qualifications and experience. The full salary range for this position is defined as the Full Pay Range. The budgeted salary or hourly range that the University reasonably expects to pay for this position defined as the Expected Pay Scale. Placement within the Expected Pay Scale is determined by internal equity, relevant qualifications, and collective bargaining agreements (when applicable).

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

To foster the best possible working and learning environment, UC San Diego strives to cultivate a rich and diverse environment, inclusive and supportive of all students, faculty, staff and visitors. For more information, please visit .

The University of California is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, age, protected veteran status, gender identity or sexual orientation. For the complete University of California nondiscrimination and affirmative action policy see:

UC San Diego is a smoke and tobacco free environment. Please visit for more information.

Application Instructions

Please click on the link below to apply for this position. A new window will open and direct you to apply at our corporate careers page. We look forward to hearing from you!

Payroll Title:
Hiring Salary Range
$26.16 - $30.70 /hour
Appointment Type:
Appointment Percent:
Total Openings:
Work Schedule:
Days, 8 hrs/day, Mon-Fri
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Posted: 1/26/2023

Job Reference #: 121204