#121844 Administrative Coordinator

DESCRIPTION

Under general supervision of the Executive Director (ED) of Triton Auxiliary Programs & Services (TAPS), assist with the management of the administrative and operational affairs of the ED's and the Associate Directors' (AD) offices involving analytical, administrative, and organizational work associated with moderately complex problems. Independently research, analyze and present data from a number of sources, using a variety of tools to develop comprehensive reports for the ED and ADs to use in making decisions in relation to the department’s status of projects and department policies and procedures. In collaboration with the ED and ADs, participate in the design, development, implementation, integration, documentation, maintenance, management, and automation of administrative systems and processes, including project management systems. Ensure ongoing maintenance of electronic and physical files in accordance with department, University and UCOP policies.

Prepare communication drafts, including high-level correspondence, department communications, presentations, and publications, for internal and external audiences at a variety of levels. Develop content for department emails, website, and social media accounts. In coordination with the RMP Multimedia Communications Manager, assist with the development of content to publicize on social media outlets including Facebook and Instagram. Regularly post and develop content schedule, with direction from the ED. As assigned, represent the ED and ADs to the Campus and Community in communications. Serve as communication liaison to the Office of the President, the Chancellor’s Office, the Office of General Counsel, Resource Management and Planning, and the Budget Office. Organize, manage and conduct special events as needed. The Administrative Coordinator will use professional concepts to apply organization policies and procedures to oversee a variety of ongoing administrative operational issues and administer a defined operational program. Analyze and resolve operational problems of moderate scope.

• May be required to work overtime as necessary.

QUALIFICATIONS

• Ability to train staff and hold informational sessions, both in a group and 1:1 setting, on a wide array of topics, including, but not limited to basic electronic equipment usage, office procedures, database usage, etc. Ability to collaborate and communicate with technical and non-technical staff with respect to the development of technical solutions.
• Solid communication and interpersonal skills to communicate effectively with all levels of staff verbally and in writing. Ability to work with a variety of personalities in an administrative setting, exercising good/mature judgment, tact, diplomacy, and flexibility to promote positive working relationships and job effectiveness. Ability to work as a team member.
• Demonstrated experience developing content for departmental communications across multiple channels (e.g. email, print, web, social media).
• Proficient ability to extract accurate and useful information from computerized databases and other sources, conduct analyses and prepare proposals and reports.
• Fast/accurate keyboarding with knowledge of proper formats, grammar spelling and punctuation.
• Excellent analytical and critical thinking skills to independently identify, review and analyze moderately complex problems and develop effective solutions. Proven ability to use sound judgment in responding to issues and concerns. Discretion in handling a wide variety of moderately complex and highly confidential matters.
• Excellent organizational skills in order to prioritize multiple tasks, develop, analyze and/or revise procedures, meet deadlines to ensure timely completion of actions, and work in an environment of heavy pressures and changing priorities. Ability to multi-task with demanding timeframes.
• Strong skill and ability to take initiative, make decisions and follow through on projects and tasks in an environment with constantly changing work patterns and business methods. Ability to perform detailed work. Ability to take direction from more than one person and coordinate many simultaneous projects and tasks.
• Proven ability to use discretion and maintain confidentiality. Experience maintaining confidentiality of planning information with significant employee or labor relations impacts.
• Working knowledge of common computer application programs. Advanced proficiency in word processing, spreadsheet and PowerPoint creation. Excellent knowledge of Microsoft Office Suite of applications (Word, Excel, Outlook, PowerPoint) and Adobe.
• Advanced proficiency in calendar management (preferably Microsoft Outlook). Proven ability to manage complex calendars for multiple senior level executives, coordinate large meetings and events.
• Experience in an office environment. Demonstrated experiencing in automating and/or streamlining business processes and/or experience in working with structured workflow in a business environment.
• Demonstrated knowledge and understanding of document management and records retention policies.

SPECIAL CONDITIONS

• Must possess and maintain a valid California Driver License with the ability to operate university vehicles. Will be required to participate in the DMV Pull Notice program.
• DOJ, FBI, and DMV background checks and clearances required prior to employment.

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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