Hospitality Information Assistant – 119864

UCSD Layoff from Career Appointment: Apply by 11/7/2022 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 11/16/2022. Eligible Special Selection clients should contact their Disability Counselor for assistance.

Housing Dining Hospitality (HDH) is a self-funded, large and complex campus department consisting of 7 divisions, with over 700 career employees, 1000 to 1200 student employees and an annual operating budget greater than $200 million. HDH provides housing for approximately 18,000 undergraduates, grad students, faculty, staff and their families in over 400 buildings covering over 8 million sq. ft. HDH is in the midst of implementing an aggressive building plan which added 10,000 new beds in the next 10 years and will almost double our square footage by 2032.

Currently, HDH houses 38% of UCSD’s enrolled students with a goal of housing 65% by 2032. HDH provides maintenance and repair, contract meals/meal plan management, as well as retail food service, conference services and catering services to residents, students, faculty, staff, and campus visitors.

Housing/Dining/Hospitality commits to facilitating an equitable, diverse and inclusive environment, fostering a sense of belonging for our students and staff. As HDH we understand, each unique individual with their varied thoughts and experiences is what makes our department strong. Aligning with UC San Diego’s Office for Equity, Diversity, and Inclusion strategic goals, Housing/Dining/Hospitality is proud to promote and create opportunities for greater equity, diversity and inclusiveness within our division.

Serves as a customer service representative providing resident services, meeting space allocations, and providing other neighborhood support services for on and off-campus users throughout the calendar year. Assist supervisor in the coordination of all facets of North Torrey Pines Living Learning Hospitality Information services, as needed. Provide administrative support on a variety of administrative and customer service-related issues. Provide operational assistance as needed. Provide work direction to student staff. Ensure forms and projects are completed with accuracy and in a timely manner. Utilize Outlook, Word, Access, Publisher, and Excel software to prepare a variety of forms, communications, and spreadsheets. Provide excellent communication and customer service via telephone and email with staff and vendors. Be familiar with University policies, procedures, and office forms.

• Proficient in data entry, word processing, and keyboarding skills.

• Ability to interact and communicate with a diverse customer base, in a helpful, effective and informative manner in person, electronically, and on the telephone, demonstrating tact and diplomacy.

• Demonstrated ability to process a large volume of documents with accuracy in a timely manner.

• Demonstrated ability to work efficiently in a busy, service-oriented office atmosphere with frequent interruptions, varied work assignments, and fluctuating priorities while meeting deadlines.

• Ability to build and maintain customer and vendor relations through a professional approach in handling service needs and problems.

• Proven ability to exercise tact, mature judgment, confidentially, diplomacy and flexibility to promote a positive environment and job effectiveness.

• Skilled to operate standard office equipment to include: computer, electric typewriter, 10-key adding machine, various printers, fax machine, copier machine, telephone, and voice mail.

• Ability to maintain acceptable work habits with attention to details. Practice punctuality and maintain regularity of attendance.

• Demonstrated ability to work independently.

• Ability to work independently and to compile and review data for completeness and accuracy.

• Excellent general office and administrative skills.

• Demonstrated knowledge and ability to use personal computers and various software applications including spreadsheets, word processing, relational databases, desktop publishing, and electronic mail.

• Ability to proofread work to ensure accuracy of grammar, punctuation, and spelling.

• Demonstrated skill for detail and accuracy.

• Experience as an administrative assistant in a property management/residential leasing office setting.

• Ability to coordinate and prioritize workload. Proven organizational skills and problem-solving abilities using independent judgment.

• Ability to complete forms thoroughly, accurately, and follow up independently according to UC San Diego and departmental procedures.

• Job offer is contingent upon satisfactory clearance based on Background Check results.
• May be required to work occasional overtime including some weekends. May be required to work alternate work hours and shifts, including weekends.
• Must comply with CANRA requirements: 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.

Job offer is contingent on successful engagement in the UC COVID-19 Vaccination program (fully vaccinated with documented proof or approved exception/deferral).

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/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, age, protected veteran status, gender identity or sexual orientation. For the complete University of California nondiscrimination and affirmative action policy see: http://www-hr.ucsd.edu/saa/nondiscr.html

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