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San Diego Supercomputer Center · 2 days ago

Alumni and Board Operations Specialist - 138027

San Diego, CA

Full-time

Hybrid

Mid Level

$68K/yr - $106K/yr

The San Diego Supercomputer Center is part of UC San Diego, focusing on alumni relations and engagement. The Alumni and Board Operations Specialist will support various alumni initiatives, manage volunteer relations, and assist in the administrative functions of the Alumni Association and its Board.

Big DataDatabaseInformation Technology

Comp. & Benefits

Responsibilities

Support and help advance alumni relations, engagement, identification, cultivation, solicitation, and stewardship during the Decade of Alumni

Perform key analytical, writing and support functions to assist the Assistant Vice Chancellor, Alumni Relations in their leadership of alumni relations, the Alumni Association, and the UC San Diego Alumni Association Board

Facilitate the Asst. VC, AR’s and Alumni Board's and its Committee’s complex and varied responsibilities, including but not limited to: meeting preparation, planning, calendaring; event logistics from creation to execution; meeting agendas, presentations and minutes; internal and external briefings and correspondence, bylaw compliance, updating and maintaining constituent records and electronic historical records; using, supporting and implementing various technology platforms (i.e., OnBoard, Asana, Blackbaud, websites), in-person and virtual meeting logistics, complex calendar and travel management, budget administration, and various forms of communications

Work with appropriate central operations teams to resolve any facilities, payroll, space, human resources, IT or safety concerns, as needed

Use professional concepts to apply organization policies and procedures to oversee, administer and analyze a variety of ongoing administrative operational issues

Assist the Asst. VC, AR in implementing the Alumni Relations Strategic Plan and the goals and objectives that are part of that plan

Provide expertise and support to all other areas of the alumni relations team as the occasion arises and helps to fulfill other responsibilities as they relate to the department's vision and Strategic Plan

Qualification

Alumni relationsAdministrative operationsEvent logisticsDatabase managementWeb authoringFinancial managementTechnology platformsTime managementJudgmentEquityInclusionCommunication skillsOrganizational skillsInterpersonal skillsProblem-solvingConfidentiality

Required

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

Solid organizational skills and ability to multi-task with demanding timeframes

Working knowledge of common organization-specific and other computer application programs

Ability to use discretion and maintain confidentiality

Excellent working knowledge of the organizational structure and operations of a not-for-profit organization, including responsibilities, financial structure, and the role of an Alumni Association Board

Extensive experience in providing preliminary and conclusive reasoning skills to understand and interpret the issues and needs of the organization, priorities and next steps. Experienced in analyzing existing/proposed policies and procedures to summarize outcomes and to provide reports and information with good judgment and professionalism

Outstanding proven writing and editing skills, using standard English grammar and word usage. Demonstrated working knowledge of Chicago Manual of Style rules. Strong, written and oral communication skills that accurately express substance and nuance

Proven ability to work with a high level of independence while employing mature judgement and maintaining confidentiality, ability to prioritize assignments and departmental needs to meet deadlines

Demonstrated ability to problem-solve or make recommendations for creative solutions to general issues/problems. Ability to properly handle sensitive issues which arise frequently in the rapidly changing environment, where improper handling may have serious consequences

Exceptional interpersonal skills to communicate and interact in a courteous and effective manner, using tact and diplomacy while exercising good judgment with individuals at all levels in person, in writing, or by telephone

Demonstrated competency and commitment to equity, diversity and inclusion

Strong organizational skills with significant experience maintaining complicated files and records electronically, with acute attention to accuracy and details

High level of computer literacy and in-depth experience with web browsers. Working experience with web authoring and graphics applications, and demonstrated experience in designing websites. Experience with, and ability to develop and use, computer applications and capabilities to create and maintain databases, and produce correspondence, reports and tools for analysis and review i.e. Word, Excel, Adobe, Powerpoint, desktop publishing skill and knowledge preferred

Proven administrative ability in accomplishing established goals and objectives and maintaining office activities with respect to these procedures and guidelines

Strong sense of ethical conduct that will inspire confidence and motivation

Demonstrated understanding of the philosophy of quality service and group process, with proven aptitude for working as part of a team

Must have demonstrated knowledge of relationship management principles, including knowledge of alumni volunteer and engagement opportunities

Experience with executive-level administrative operations management including but not limited to independent complex calendaring and arranging domestic and foreign travel; preparing accurate itineraries and briefing documents; processing complicated financial and travel expense reimbursements