Operations Coordinator - 137587

DEPARTMENT OVERVIEW:

The Computer Science and Engineering (CSE) Department embodies the university's tradition of excellence as a world-class leader in computer science and engineering education and research. Ranked in the top 20 nationwide, the department is dedicated to research, education and overall excellence.

CSE has approximately 80+ faculty FTE, 20+ professional researchers, 50+ staff in career/casual titles, 300+ tutors, and 175+ TAs. There are over 1,900 undergraduate students enrolled in 4 majors, with annual enrollments of 25,000+. The department has a graduate education program with over 1,000 students (~350 PhD students and over 800 Master's students).

POSITION OVERVIEW:

The Operations Coordinator, reporting to the Chief Administrative Officer, applies professional concepts and departmental policies to direct a broad spectrum of administrative functions that sustain the Computer Science and Engineering Department's daily operations, including finance, facilities, space planning, and student activity coordination while serving as a lead representative of Business Affairs for special projects supporting the Department Chair, CAO, and other senior leadership.

The incumbent handles confidential, sensitive issues with sound judgment; the incumbent develops, implements, and communicates administrative and financial procedures, establishes priorities, organizes workloads to meet deadlines, and provides long-range planning recommendations. The incumbent manages the department's space allocation plan, reviewing work-location updates, and serving on the Space Committee to ensure effective utilization of departmental resources which approximates 83,000 square feet. Through trend analysis and oversight of special projects, the role creates overall plans and timelines, coordinates efforts to meet deadlines, and prepares narrative and statistical reports that inform final decisions. The incumbent is responsible for administering the CSE Affiliated Student Organization program consisting of nine individual student organizations with yearly applicants. Fiscal duties encompass developing and maintaining budgets for business-office programs such as faculty recruitment, student-organization affiliations, and space-facility upgrades, monitoring expenditures, processing purchase orders, procurement-card, travel, and entertainment reimbursements, and managing billing and recharge processes in collaboration with the Fiscal Affairs team. Budget oversight may range from $50k to $1 million annually.

Other responsibilities include managing conference-room reservations, coordinating faculty and staff meetings, overseeing visits by speakers, faculty candidates, and other guests. The incumbent acts as backup for other Business Affairs staff.

• This is a hybrid position with preferred on-site days of Monday/Wednesday/Friday. The on-site location is on the main campus in La Jolla. Overtime and occasional evenings and weekends may be required.

• Submission of a Cover letter along with a resume is strongly encouraged for a complete application.

• Demonstrated experience with complex calendaring, travel, and event planning, including preparing and managing budget for events, meetings, etc.

• Experience in event planning and staging small to medium size events in a university setting and knowledge of UCSD's event infrastructure and protocol.

• Experience in higher education and an in-depth understanding of the academic process.

• Demonstrated ability to plan, organize, and prioritize daily operations, short and long-term projects. Ability to evaluate available resources and adjust schedule and priorities to meet established deadlines and complete projects. Ability to work collaboratively with individuals and groups to incorporate ideas.

• Proven ability to analyze complex financial issues, recognize potential impact, identify creative and alternative solutions, and make recommendations. Demonstrated ability using spreadsheet and database software for moderately complex financial analysis, fiscal management, and financial reports.

• Experience developing policies and procedures, analyzing data, and performing data entry in spreadsheets and databases.

• Demonstrated resourcefulness in finding appropriate solutions to complex problems, operational and administrative, and use of initiative in implementing solutions or making recommendations. Demonstrated high degree of integrity, dependability, diplomacy and resourcefulness, with a strong work ethic. Ability to anticipate problems and take necessary actions to mitigate potential negative effects. Ability to use sound judgment in responding to issues and concerns.

• Strong demonstrated ability to write concisely, persuasively, and in summary form. Ability to compose, edit and proofread letters, memoranda, meetings minutes, and summary reports with clear and concise expression, proper grammar, style, and punctuation. Ability to communicate clearly, effectively and professionally, in person, in writing, via phone with people from a variety of backgrounds. Solid communication and interpersonal skills to communicate effectively with all levels of staff verbally and in writing.

• Solid organizational skills and ability to multi-task with demanding timeframes. Demonstrated ability to prioritize workload, meet deadlines, and work with frequent interruptions under constantly changing priorities in a fast-paced operation. Demonstrated strong attention to detail and high degree of accuracy at all times.

• Excellent interpersonal skills with the ability to interact with courtesy and professionalism with diverse and demanding clientele, including volunteers, prominent social, business, and governmental figures, and campus administrators, using a high degree of tact, diplomacy, and discretion, with emphasis of flexibility and professionalism. Ability to establish and maintain cooperative working relationships with staff, faculty and students, and to work effectively as part of a team. Ability to understand and follow the UCSD Principles of Community.

• Ability to use discretion and maintain confidentiality. Ability to exercise sound judgement with the acumen and sensitivity to identify those decisions and activities which require higher level consultation and/or group collaboration.

• Working knowledge of common organization-specific and other computer application programs. Proficient in the use of software applications, especially Microsoft Office (e.g. Word, Excel PowerPoint), Google (e.g. Calendar, Gmail, Sheets, Docs, Drive) , necessary in administrative work, including databases to retrieve current and historical information to compile reports and briefings, spreadsheets, and graphics programs. Ability to implement new systems as needed.

• Demonstrated ability to work independently and effectively with minimal supervision, to learn quickly, exercise good judgement, take initiative, prioritize tasks, and maintain composure while working under pressure of frequent interruptions and changing priorities.

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

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