Development Assistant - 138203

Reporting to the Executive Director of Development, the incumbent serves as the Development Assistant, responsible for the administrative needs of the unit, as well as providing development support to the Jacobs School of Engineering Development team on complex and confidential projects in the University Development, Jacobs School of Engineering unit.

Administrative support responsibilities include: calendar support, handling a large volume of mail discriminately, assisting with the preparation, research and gathering of materials and information for meetings and events, and drafting, editing, and proofreading correspondence, briefings and reports for senior university officials. Incumbent will provide complex event management support for small, private lunches and dinners for high level donors as well as large scale receptions. Fiscal support requires gathering fiscal data, assisting in preparing budgets, and monitoring budgets for discrepancies. The incumbent will also create and maintain department contracts, purchase orders, reimbursements, travel and other expenses records as assigned. The incumbent is also responsible for project support in a wide range of areas including resource administration, strategic planning, constituent engagement and general administration management issues. As requested, manage special projects of a highly confidential and sensitive nature. Incumbent will interact with all levels of the organization, including campus executive administration, other offices of development throughout the campus, and Advancement. Incumbent will be responsible for independent problem solving and performing duties with high quality service, utmost courtesy and confidentiality, using a group-process approach to accomplishing work.

Manage day-to-day smooth operation of administrative functions, including long- and short-range administrative needs. Using sound judgment, troubleshoot/resolve administrative issues.

• Demonstrated experience providing senior-level administrative support, including organizing and prioritizing tasks, scheduling meetings, serving as a liaison to on- and off- campus entities, and managing general office needs.

• Demonstrated administrative skills to include the ability to organize and prioritize tasks with strong use of initiative, sound judgement, independent thought, and precise attention to detail with high level of professionalism.

• Demonstrated interpersonal, written and oral communication skills that demonstrate correct grammar usage, syntax, edit and format, with the ability to communicate clearly and effectively both in person and on the telephone in a positive manner to a diverse and demanding group of people including prospects, donors, volunteers, prominent social, business, and governmental figures, and campus administrators.

• Proficiency in using and adapting computer software programs, applications and tools to meet office needs. Proficient in the use of software applications necessary in administrative work, including database to retrieve current and historical information to compile reports and briefings, spreadsheets, and graphics programs and the ability to implement new systems to increase productivity, using e-mail, word processing, spreadsheet, and calendar applications.

• Demonstrated high degree of integrity, dependability, use of sound judgment, diplomacy and resourcefulness, with a strong work ethic. Demonstrated ability to maintain confidentiality in all matters, including those related to sensitive donor relations.

• Proven organizational skills. Demonstrated ability to prioritize workload, meet deadlines, and work with frequent interruptions under constantly changing priorities in a fast-paced operation while exhibiting extreme attention to detail and high degree of accuracy at all times.

• Demonstrated writing/composition/spelling/proofreading skills; excellent understanding of the rules of English grammar and syntax, to write clear, concise correspondence and briefings.

• Ability to communicate effectively one-on-one or in group settings, taking into account differences in social, cultural, professional, and educational backgrounds. Ability to use tact, diplomacy, and discretion, with emphasis of flexibility and professionalism.

• Demonstrated knowledge of accounting principles and practices for financial analysis of budgets. Experience in producing financial and expense reports, purchasing, accounting, Skill to monitor financial activities and transactions for report generation, purchasing, travel vouchers, accounts payable, and accounts receivable.

• Demonstrated understanding of the importance of ensuring an equitable, inclusive, and diverse working environment, with the ability to work as a part of a diverse and collaborative team. Demonstrated competency and commitment to equity, diversity and inclusion.

• Proven resourcefulness in independently finding appropriate solutions to complex problems, operational and administrative, and use of initiative in implementing solutions or making recommendations. Ability to anticipate problems and take necessary actions to mitigate potential negative effects.

• Foster the Principles of Community by encouraging and developing a collaborative and positive environment among colleagues. Strive to maintain a climate of fairness, cooperation and professionalism. Commitment to the highest standards of civility and decency toward all. Committed to promoting and supporting a community where all people can work and learn together in an atmosphere free of abusive or demeaning treatment.

• Knowledge of the techniques of donor/prospect research with the ability to extract and distill pertinent/critical information from multiple sources.

• Demonstrated ability to operate office equipment proficiently, including copiers, scanners, and FAX machines; demonstrated expertise in PC based computer software.

Must have access to reliable transportation to occasionally transport materials to multiple work sites, including meetings and events on and off campus and within San Diego County.Occasional overtime may be required, including evenings and/or weekends that coincide with events and meetings.

If employed by the University of California, you will be required to comply with our Policy on Vaccination Programs, which may be amended or revised from time to time. Federal, state, or local public health directives may impose additional requirements.

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 UC San Diego Principles of Community.

The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected status under state or federal law.

For the University of California's Anti-Discrimination Policy, please visit: https://policy.ucop.edu/doc/1001004/Anti-Discrimination

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

Misconduct Disclosure Requirement: As a condition of employment, the final candidate who accepts an offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; or have filed an appeal of a finding of substantiated misconduct with a previous employer.

a. "Misconduct" means any violation of the policies governing employee conduct at the applicant's previous place of employment, including, but not limited to, violations of policies prohibiting sexual harassment, sexual assault, or other forms of harassment, or discrimination, as defined by the employer. For reference, below are UC's policies addressing some forms of misconduct:

• UC Sexual Violence and Sexual Harassment Policy
• UC Anti-Discrimination Policy
• Abusive Conduct in the Workplace