Office Manager

Office Manager

Under supervision of the Director of Study Abroad, manage all administrative operations, and planning and office allocation of the Study Abroad Office. Participate as a member of the outreach team, and supervise student assistants. Collaborate with technical support staff on Study Abroad database and website. Interact with UC San Diego students, staff, parents, program providers, and the general public on behalf of the Study Abroad Office. Compile and analyze data to prepare reports (including assistance with the Study Abroad Annual Report). Serve as PPS preparer and timekeeper for Study Abroad student staff. With training, assist with Study Abroad budget analysis. Will coordinate and execute supply purchasing/distributing, travel/general reimbursements, departmental recharge processes, and occasionally handle cash for all Study Abroad staff and programming. Monitor budget expenditures, identify spending patterns, and project future expenses for annual EXPO event, Student General Orientation, Parent/Family Orientation, Outreach Team, and Returnee Services. Provide support to Study Abroad staff (as needed), including assistance with Study Abroad programming. Participate in long-range planning for clerical/administrative needs within overall goals of the Study Abroad Office.

This position requires the ability to be proactive, multi-task, establish priorities, and use creativity in a fast-paced and changing environment with constant deadlines.

Qualifications

• Demonstrated skill to communicate clearly, effectively, tactfully, flexibly and patiently in-person, on the phone, and in writing to a diverse population including internationals, academicians, students, staff, and community volunteers.
• Demonstrated skill to work as a team member to create, promote, and staff programs for students, staff, and community.
• Ability to initiate and complete projects with close attention to detail.
• Ability to efficiently organize, set priorities, and meet deadlines.
• Experience using, developing and maintaining computerized records in database software.
• Expertise in Microsoft Office Suite including PowerPoint, Word, and Excel. Proficient in the use of database software, In-Design, Adobe Acrobat, Dreamweaver, and web-based research.
• Demonstrated skills and knowledge in website writing, technologies, and current approaches to increase user access and functionality.
• Demonstrated skill to provide work direction to student assistants in a busy office.
• Ability to track and project budget expenditures.
• Ability to work in a high-volume, fast-paced environment.
• Knowledge of proper format, grammar, and spelling to compose and edit correspondence, newsletter, reports, and websites.
• Ability to compile and analyze data, to produce reports, and to recommend and implement changes to programs.

Special Conditions

• Job offer is contingent upon satisfactory clearance based on Background Check results.
• Mandated Reporter: This position has been identified as a Mandated Reporter pursuant to the California Child Abuse and Neglect Reporting Act and requires immediate reporting of physical abuse, sexual abuse, emotional abuse, or neglect of anyone under the age of 18. It is the responsibility of the Mandated Reporter to ensure that they obtain proper training in order to fulfill their reporting responsibilities as required by the California Child Abuse and Neglect Reporting Act and University policy, and to complete and submit the required reports to the UC San Diego Police Department without delay.
• May be required to work occasional evenings and weekends to participate in outreach programming, various orientations, and other campus events.