Operations Specialist - 138585

The Student Retention and Success (SRS) unit in Organization Transformation is committed to fostering student achievement through programs and services that enhance persistence, support personal and academic growth, and prepare students for professional success in a diverse and interconnected world. SRS collaborates with campus and community partners to deliver retention initiatives that align with the Chancellor's strategic plan on retention and graduation, ensuring all students have access to resources that promote their success.

SRS is comprised of several departments and sub-departments, including the Undergraduate Research Hub (URH), the Office of Academic Support and Instructional Services (OASIS), the Chancellor's Associates Scholars Program (CASP), Student Success Programs (SSP), Online Student Experience (OSE), and the Career Center. The Career Center offers comprehensive career development services, including career exploration, resume and interview preparation, internship and job search support, and graduate school guidance. Students can also engage with employers through career fairs, networking events, information sessions, and on-campus interviews. These departments work synergistically to create a supportive and empowering environment that enables students to thrive and achieve their goals.

Reporting to the Director of the Career Center, the Operations Specialist plays a pivotal role in ensuring the Career Center's seamless operations. This position is responsible for operational coordination, serving as a liaison with various campus departments, and maintaining high-quality service standards to enhance the Career Center's overall functionality and effectiveness. Responsibilities include coordinating staff onboarding and separation processes, overseeing and managing facilities and office space, maintaining operational procedures, and providing high-level operational support.

The Operations Specialist also acts as a liaison with Facilities Management and campus police, handles emergency preparedness, and supports technology platforms like Handshake.

The ideal candidate excels in organization, communication, problem-solving, assessing needs, improving and documenting processes and operations, and has the ability to prioritize tasks, handle sensitive information, and adapt to on-site and remote work environments.

• Occasional evenings and weekends may be required.

• Please submit a cover letter along with a resume for consideration.

• Working knowledge of payroll, general accounting, and budgetary policies and procedures.

• Demonstrates a high degree of professionalism and attention to detail in a rapidly changing, time-pressured environment.

• Demonstrated skill in customer service practices to include assessing, understanding, exceeding customer needs and making relevant referrals to other departments, programs, and/or services.

• Working knowledge of UC San Diego organization structure, policies and procedures, and other UC and department regulations. Comprehensive understanding and ability to apply departmental and university policies and procedures.

• Solid organizational skills and ability to multitask with demanding timeframes. Demonstrated ability to work efficiently in a busy, service-oriented office atmosphere with frequent interruptions, varied work assignments, and fluctuating priorities.

• Demonstrated leadership skill in prioritizing numerous competing concerns, anticipating needs, and making independent decisions where precedent may not exist. Ability to develop innovative approaches, techniques, and procedures to provide more efficient and responsive services.

• Demonstrated ability to use professional judgment and discretion when working with a variety of sensitive issues, maintaining strict confidentiality when appropriate. Ability to use sound judgment in responding to issues and concerns.

• Solid communication and interpersonal skills to communicate effectively with all levels of staff verbally and in writing. Superior communication skills, both verbal and written, with ability to interact in a positive team-oriented manner. Knowledge of correct English grammar, spelling, punctuation and usage, with the ability to compose/edit correspondence utilizing appropriate formats and styles.

• Working knowledge of common organization-specific and other computer application programs. Demonstrated proficiency in Microsoft Office suite applications. Proven ability to utilize computers, software programs, and internet-based resources to accomplish administrative tasks effectively and efficiently. Willingness and commitment to regularly maintain and update technology skills as required.

• Ability to use discretion and maintain confidentiality.

• Excellent organization ability and proven problem-solving skills to plan, implement, and evaluate comprehensive customer standards. Ability to coordinate complex tasks with attention to both overall goals and specific details. Skill in applying organizational development, team building, conflict resolution, and strategies for change.

• Proven interpersonal skills, demonstrating tact, diplomacy, and flexibility, dealing with a diverse population of students, staff, faculty, and individuals outside the university. Demonstrated skill to resolve conflicts with creativity and authority while maintaining a professional demeanor. Skill in functioning as a positive, productive, and cooperative team member. Ability to remain calm and courteous, working well under pressure.

• Demonstrated competency and commitment to equity, diversity and inclusion.

• Demonstrated proficiency in the use of UC San Diego's BLINK, TritonLink, and the UC systems administrative functions. Ability to remain abreast of changes to campus systems and adjust to system changes as necessary.

• Understanding of UC San Diego's Principles of Community, Student Affairs, and CC's mission statement and goals as they relate to the campus performance standards. In-depth understanding of performance standards and work rules as they relate to job performance and performance appraisals.

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

• This position has been designated as a "mandated reporter" under the California Child Abuse and Neglect Reporting Act ("CANRA"), which requires professionals to report known or suspected instances of child abuse or neglect to law enforcement.

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