Office Manager - 134340

The Office of Academic Support and Instructional Services (OASIS) is one of the largest learning communities at UC San Diego that empowers students personally, academically, and professionally. Our students and staff are innovative, productive, and engaged global citizens who are committed to social responsibility and promoting a diverse community of people, ideas, and perspectives. We accomplish this through academic success initiatives, leadership development, and bridging partnerships that move our students to change the world. The mission of OASIS is to facilitate the intellectual and personal development of UC San Diego students, particularly underrepresented and underserved students. Through a challenging and supportive environment that emphasizes collaboration, validation, equity, and social justice, OASIS contributes significantly to students' retention, achievement, learning, and empowerment.

OASIS is comprised of five transitional support programs and cohort-based communities: 1) Summer Bridge, 2) 2Excel, 3) TRIO Student Support Services Program (SSSP), 4) Hope Scholars and 5) Triton Underground Scholars. OASIS students can also take advantage of the academic support offered through our Math & Science and Language Arts Tutorial programs (MSTP & LATS) as well as additional enrichment and professional development opportunities. OASIS recognizes the mission of UCSD as a public institution: to prepare students for their active, successful future in an increasingly diverse society. Meeting strategic goals on student success and employing collective impact approach to closing opportunity gaps. This preparation enables UCSD graduates to contribute significantly to a more just society and a more positive social fabric for the state of California.

Under the supervision of the Director of OASIS, the Office Manager provides administrative and programmatic support, managing calendars, scheduling meetings and events, coordinating travel, and handling sensitive and confidential matters related to the Director's administrative responsibilities.

The role includes overseeing day-to-day office operations, such as facilities, IT, purchasing, and front desk management. The Office Manager recruits, trains, and supervises student staff, ensuring effective scheduling and work direction. Responsibilities also include managing supplies, equipment requisitions, fiscal tracking, travel reimbursements, and budget assistance in collaboration with the SRS business office.

The Office Manager develops, implements, and maintains office processes to ensure adherence to policies and efficient workflows. This includes organizing and maintaining digital filing systems, preparing and distributing meeting agendas and minutes, and ensuring consistent documentation practices across the team.

The Office Manager creates and monitors content for newsletters, websites, social media, and marketing materials, ensuring consistent communication and branding. The role also involves maintaining office records, managing filing systems, and handling highly confidential student information.

Additional duties include gathering or program assessments, preparing reports, and providing project management support for deadlines and action items. The Office Manager represents OASIS at outreach events and campus-wide committees, serving as the primary point of contact for students, staff, and the general public.

• Administrative and office management experience. Experience observing and evaluating systems/processes, including the ability to identify the cause and outcome of a problem; the ability to investigate and then identify the key causes, and pose possible solutions, while soliciting input from others and from supervisor.

• Experience working in a busy, service-oriented office atmosphere with frequent interruptions, varied work assignments, and fluctuating priorities. Demonstrated skill in customer service practices to include assessing, understanding, exceeding customer needs and making relevant referrals to other departments, programs, and/or services.

• Skill in leading, motivating, training and providing work direction to student employees with ability to evaluate workload and resources to plan and organize day-to-day activities through delegation. Demonstrated ability to hire, train, supervise, and schedule work of student front office assistants.

• Knowledge of standard office operations from ordering and maintaining supply inventory to understanding program budgets and general accounting practices, sufficient to monitor and adhere to policy on travel, reimbursement, purchasing, etc and experience explaining organizational guidelines to those submitting requests for purchasing and reimbursement.

• Experience with event planning to support Director and others with conferences, workshops, lectures, job fairs, study jams etc. Project management skills to ensure coordinated effort and communication of self and others to ensure effective event implementation and delivery.

• Proficient in business application software including: MS Word, Outlook, Access, Excel, PowerPoint, web-based programs, browsers, electronic mail, databases, and computerized scheduling and reservation system (calendar and meeting matrix).

• Extremely strong organizational skills with demonstrated experience in setting priorities, accomplishing multiple tasks simultaneously, producing timely results, and meeting deadlines, in a varied demand work environment while maintaining an extremely high level of attention to detail and accuracy.

• Ability to accurately and rapidly review and process a large volume of materials dealing with a broad spectrum of issues with proven skill in researching, compiling, organizing, interpreting and selecting data and materials from various sources to effectively prepare reports or share information.

• Demonstrated ability using spreadsheets and database applications to create, modify reports, charts and grids. Ability to compile data and analyze data/evaluations to recommend and implement per programmatic/operational need.

• Proven ability to work independently and effectively with minimal supervision; make decisions; accurately anticipate administrative needs; take initiative; learn quickly; demonstrate flexibility; and maintain professional composure while working under pressure of frequent interruptions and changing priorities.

• Superb interpersonal and communication skills to successfully interact with a variety of people, including staff, students, academics, high-level executives, civic leaders and members of the community from diverse cultures and backgrounds.

• Extremely strong teamwork, collaboration, and cooperation skills with demonstrated ability to successfully resolve conflicts in a professional manner.

• Strong customer service and interpersonal skills (verbal and written). Ability to communicate and interact effectively with faculty, staff, graduate students, visitors and the general public using diplomacy, tact and flexibility in a variety of circumstances.

• Excellent written communication skills with demonstrated ability to effectively compose, edit, and proofread letters, memoranda, agendas, and summary reports with clear and concise expression, proper grammar, style, format, and punctuation.

• Skill to develop, implement and maintain computerized and paper recordkeeping and filing systems that allow for easy retrieval of information by self and others.

• Job offer is contingent on clearing a background check.

• Must be able to work occasional evenings and weekends as needed to support programs and events.

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.

UC San Diego is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age or protected veteran status.

For the University of California's Affirmative Action Policy please visit: https://policy.ucop.edu/doc/4010393/PPSM-20
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 a conditional 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; received notice of any allegations or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer.

a. "Misconduct" means any violation of the policies or laws governing conduct at the applicant's previous place of employment, including, but not limited to, violations of policies or laws prohibiting sexual harassment, sexual assault, or other forms of harassment, discrimination, dishonesty, or unethical conduct, 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