RRSS Administrative Building Receptionist - 138260

Department Overview:

Join the Residential, Retail and Supply Chain Services (RRSS) team at UC San Diego, a dynamic and innovative campus department dedicated to delivering exceptional service to the university community. As a valued RRSS team member, you will be contributing to a broad and complex organization consisting of five key units: Housing, Dining and Hospitality (HDH), Integrated Procure-to-Pay Solutions (IPPS), the UC San Diego Bookstore, Triton Print & Digital Media, and the Early Childhood Education Center (ECEC). With a focus on innovation and customer satisfaction, RRSS aims to inclusively meet the diverse needs of the UC San Diego community while fostering a sense of belonging for our students and staff.

As a member of the HDH team, you will be part of a self-funded unit with over 900 staff employees, 1,000 student employees, and an annual operating budget of $250 million, providing housing and dining services to over 20,000 students, faculty, staff, and their families. At UC San Diego, we believe a job is more than just employment - it's a chance to be part of something meaningful. Along with competitive pay, we offer outstanding benefits, retirement plans, and a supportive environment that encourages both professional development and personal growth. Benefits begin on your first day!

Position Overview:

Provide administrative support and operate the Residential, Retail and Supply Chain Services (RRSS) busy reception desk. Handle heavy telephone volume using excellent communication and customer service skills. Assist the RRSS Building Coordinator with various administrative tasks. Provide work direction to student assistants. Provide directions to campus locations and escort guests within the building. Sort and deliver mail, sign for packages, tactfully respond to upset customers, perform data entry, compose correspondence, send/receive faxes, and operate photocopy machine and scanner. Function as liaison between RRSS and all other campus departments and non-UCSD businesses as needed. Responsible for administrative functions related to office management including filing system maintenance, independently creating/maintaining computerized databases, data entry, word processing, scheduling meetings and training sessions, and maintaining unit calendar. The incumbent will also coordinate purchasing supplies as well as prepare correspondence, forms, and paperwork for signature/approval.

• Responsible for the operating needs of the department require varied work schedules, (i.e., a.m., p.m., and/or weekend shifts and/or 10 hour workday). Employees may be required to take off (vacation or temporary layoff) during scheduled operational shutdown periods, such as Christmas, Spring & Summer breaks. Required to wear radio phone during work hours.

• Demonstrated ability to electronically schedule and manage logistical arrangements for meetings, events, and vehicle reservations efficiently while working in a busy front office/reception environment, greeting visitors, and correctly answering a broad variety of questions.

• Experience working with data entry, record-keeping, and information systems. Ability to generate various daily reports and maintain confidentiality.

• Knowledge of purchasing entertainment, travel, and reimbursement principles, preferably in a University setting.

• Proficient in computer applications, including Microsoft Word, Excel, SharePoint, Google Workspace, Outlook, and key card applications.

• Demonstrated excellent customer service to a diverse University community, anticipating needs and responding in a timely manner. Ability to work independently and make independent decisions and judgments. Ability to problem-solve. Ability to independently analyze situations and problems, identify issues and make effective decisions or recommendations.

• Effective interpersonal and verbal communication skill with the ability to clearly, courteously, and diplomatically communicate information to a diverse group of people (including students, parents, University staff, and the business community) in person, on the telephone, and via e-mail in a professional manner. Excellent interpersonal skills, including tact, confidentiality, diplomacy, and flexibility; excellent telephone manner in handling a variety of calls.

• Ability to operate standard office equipment, i.e. Computer, 10-key, various printers, fax machine, copy machine, telephone systems and voice mail.

• Proficient in computer applications, including Microsoft Word, Excel and Outlook.

• Demonstrated ability to electronically schedule meetings, events, and vehicle reservations efficiently.

• Ability to resolve routine inquires while recognizing when to involve higher-level staff members. Ability to organize and meet deadlines in a timely manner, deal with changing priorities and work well under pressure. Skill to coordinate high volume workload with frequent interruptions and conflicting priorities. Ability to coordinate and prioritize workload. Proven organizational skills.

• Proven communication skills, both verbal and written, including knowledge of correct English grammar, spelling, punctuation and usage, with the ability to compose letters and memoranda utilizing appropriate formats and styles, while proofing work to ensure accuracy of grammar, punctuation, and spelling.

• Pleasant demeanor, professional appearance, the ability to maintain a clean and safe working environment, and an eagerness to serve customers with a smile.

• Ability to handle disagreements with respect and good judgment. Ability to work as a team-member both within the department and the University as a whole.

• Ability to simultaneously respond to multiple customers while correctly prioritizing each required action.

• 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 work with other staff personnel in a positive, team oriented manner.

• Background check required.

• CANRA 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.

• Responsible for the operating needs of the department require varied work schedules, (i.e., a.m., p.m., and/or weekend shifts and/or 10 hour workday). Employees may be required to take off (vacation or temporary layoff) during scheduled operational shutdown periods, such as Christmas, Spring & Summer breaks. Required to wear radio phone during work hours.

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