Office Administrator-Beyster Institute – 119859

UCSD Layoff from Career Appointment: Apply by 11/4/22 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 11/15/22. Eligible Special Selection clients should contact their Disability Counselor for assistance.

The Rady School of Management provides business education through its many graduate business degree programs, PhD program, and undergraduate business program. The Rady School’s values are excellence, innovation, collaboration and integrity. The Rady School is a highly participatory, high energy, upbeat student-centric environment with high-achieving students and an engaged, team-oriented staff.

The position provides administrative coordination of the UC San Diego Rady School of Management Beyster Institute. The Beyster Institute provides consulting services to a variety of small to large business entities and this position is responsible for the administrative coordination of a variety of activities. The position is the sole administrative person in a unit of 4-5 consultants located with the Rady School of Management and is the key to the unit’s smooth operation. The position includes a wide range of responsibilities including administrative policy and procedure coordination, overseeing client billing/invoicing process , marketing/writing/editing, project management, client interaction and administrative support to the Exec Director of the Beyster Institute.

This position interacts with clients and potential clients, vendors, Beyster Institute business consultants and other UCSD staff, and UCSD students via phone and email, using the highest level of customer service skills and awareness of Beyster Institute consulting services. The position oversees invoice generation, uses a client database (Salesforce), creates spreadsheets to organize information, creates revenue & expense reports, and proofreads consultant reports to be delivered to clients. The position schedules client meetings, arranges travel, reconciles travel & meeting expenses, reconciles credit card expenses, orders supplies, and gathers information to compile client contracts, initiate client accounts, and to contribute to consultant reports.

This position is responsible for writing content for emails and documents, coordinates eblasts, and updates content on the Beyster Institute website and orders collateral pieces (online and paper), as well as participating in a variety of outreach activities.

In addition, the position is the liaison to the UC San Diego Division of Extended Studies, organizing weekly educational seminars and programs, creating a seminar schedule, logistics, registration, marketing, course materials, syllabus, etc. The position also organizes and implements the logistical details of a handful of onsite workshops, seminars, and webinars for clients.

This position has a great deal of variety and independence and is a balance of working with data, billing/invoices, online financial transactions, project management, and administrative support to the Beyster Executive Director.

• A cover letter is preferred.

• Experience with accounts payable, accounts receivable, bookkeeping. Experience organizing and monitoring a revenue-producing office area, coordinating the billing cycle, billing process, and documentation requirements. Experience with online invoicing/billing system or financial invoicing/bookkeeping/financial systems.

• Ability to use sound judgment in responding to issues and concerns. Decision-making skills. Experience using persistence, diplomacy, and ingenuity to seek out information, sometimes of a confidential manner. Experience organizing and coordinating a vaiety of responsibilities for an office, firm, or consulting practice. Experience recognizing when exceptions to policy should be considered and following up with leadership for approval.

• Experience generating data reports. Experience gathering information to generate a wide variety of reports for a variety of audiences. Experience creating new reports using databases, spreadsheets, Quickbooks, and other online sources.

• Solid organizational skills and ability to multi-task with demanding timeframes. Project management skills. Prioritization skills. Organizational skills to manage to do lists, projects, and resources. Ability to provide administrative guidance/support to a manager. Multi-tasking skills. Experience meeting deadlines. Attention to detail.

• Customer service skills. Experience interacting with clients/customers, promoting a service or product, answering questions regarding a product or service, explaining billing, providing options and solutions to client difficulties. Experience responding to client complaints, ability to demonstrate client-centered listening skills and resolution skills, while following existing policies. Ability to identify client questions or situations that require a consultant’s involvement and response. Experience recognizing when exceptions to policy should be considered and following up with leadership for approval.

• Experience with MailChimp, Salesforce or another client relationship management (CRM) system to organize and track contact with clients or the willingness to learn.

• Client/customer service skills. Experience representing an organization, service, product, company, etc, using a professional manner to promote awareness of its existence and goals. Informal “sales” experience, generating interest in a product, service, organization through conversation, identification of common goals and interests of business leaders. Ability to be diplomatic, approachable, and confident in new settings, maintaining composure, establishing a rapport, and presenting a professional, polished image.

• Solid communication and interpersonal skills to communicate effectively with all levels of staff verbally and in writing. Exceptional verbal and written communication skills and interpersonal skills including the demonstrated ability to deal effectively with a diverse set of colleagues and clients, donors, university officials, CEOs, business executives, legal, accounting, banking and other professionals

• Associate or undergraduate degree coupled with 2-4 years progressive responsibility in an office environment organizing information and tasks or equivalent experience.

• Excellent written communication skills, ability to create eblast content, experience writing short news pieces other written pieces with a marketing/sales approach.

• Working knowledge of common organization-specific and other computer application programs. Demonstrated proficiency in Word, Excel, Outlook, Power Point. Google Drive.

• Ability to use discretion and maintain confidentiality. Experience keeping business performance and business financial reports confidential.

• General administrative office skills including , calendaring, travel & other arrangements, expense reconciliation, and a variety of other administrative support skills. Excellent grammar, punctuation, spelling.

PREFERRED

• Experience with contract administration, memorandums of understanding, or working in a consulting or professional services office (law firm, public relations firm), with experience documenting billable hours and processing bills.

• Experience with UCSD online financial systems, such as Oracle Financial Cloud, Oracle, and online travel/purchasing systems.

• Experience organizing educational seminars, workshops, panel discussions or similar events. Experience identifying and coordinated needed logistical support (space, catering, IT/AV, documents/handout, guest speakers, registration/billing). Experience planning, implementing, and evaluating educational programs including using online syllabus system (Canvas or similar), ordering materials, interacting with students, etc.

• Job offer is contingent on clear Background Check.

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

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