Administrative Assistant - La Jolla EVS - 141197

UC San Diego; San Diego (CA); On-site; USD 56,000 - 79,000; Full time

Job summary

UC San Diego Environmental Services seeks an Environmental Services Administrative Assistant II to support operations with high-volume administrative tasks. You will analyze problems, coordinate with teams, and prepare monthly Excel and PowerPoint reports.

The role requires two years of related experience, strong MS Office skills, and the ability to communicate clearly with diverse staff and external agencies. A Bachelor's Degree is preferred and various duties across departments may apply.

Qualifications

• Two years of related administrative/dispatch experience.
• Experience in a high-volume, fast-paced environment.
• Strong computer skills with MS Word, Excel, PowerPoint, Internet Explorer, Adobe Acrobat, and web-based applications.
• Ability to handle complex issues and maintain professional relationships with diverse stakeholders.
• Excellent verbal and written communication skills; ability to explain complex ideas to varied audiences.
• Strong organizational and coordinating abilities.

Responsibilities

• Perform administrative transactions and resolve business issues with minimal supervision.
• Prepare monthly reports in Excel and PowerPoint.
• Process system-wide transactions, e.g., up to 5,000 lab coat orders annually.
• Handle EPIC Management, answering phones, inputting work orders, and filing for 275 employees.
• Manage Uniforms/Shoe Program and regulatory documentation.

Skills

MS Word

MS Excel

PowerPoint

Communication skills

Organization

MS Outlook/Internet

Education

Bachelor's Degree

Tools

Linen Helper

ESCt

BedTracking

Job description

DESCRIPTION

The Environmental Service Administrative Assistant II is responsible for administrative transactions including independently analyzing problems and resolving business issues and providing direction and/or information as required; preparation of monthly reports in Excel and PowerPoint without close review; independently analyzing problems and resolving business issues; providing high-level assistance through collection, maintenance, and coordination of data from a number of sources; processing system-wide transactions such as processing up to 5000 lab coat orders annually for various departments. Performs EPIC Management, Answering Phones, Inputting Work Orders Filing for 275 employees, Uniforms/Shoe Program, and/or Regulatory documentation management.

The Administrative Assistant II will have responsibility for determining procedural methods of work; for coordinating phases of work with others; or within limited areas, for determining the applicability of numerous standard rules, regulations and interpretations to individual problems. Performs other related duties as assigned.

MINIMUM QUALIFICATIONS

• A minimum of two (2) years of related administrative/dispatch experience.
• Experience working in a high-volume, high-call, fast-paced work environment.
• Strong computer skills including high proficiency with MS Word, Excel, PowerPoint, Internet Explorer, Adobe Acrobat, and web-based applications.
• Ability to deal responsibly with complex issues and maintain excellent working relationships with diverse group of administrators, faculty, staff and external agencies.
• Excellent communication skills with the ability to communicate clearly verbally and in writing and be able to articulate complex ideas for all levels of audiences.
• Strong organizational and coordinating skills.

PREFERRED QUALIFICATIONS

• A Bachelor's Degree.
• Experience in environmental services operations or in a large, complex, healthcare system.
• Experience processing and tracking healthcare linen and laundry orders, deliveries and product quality and prior experience with linen management software (Linen Helper(tm)) entering data and processing monthly reports.
• Experience with healthcare environmental services software program (ESCt(tm)) including task assignment, scheduling, database inventory, and project work modules.
• Experience with healthcare environmental services software program (BedTracking) including staff database, reports, and daily monitoring.

SPECIAL CONDITIONS

• Must be able to work various hours and locations based on business needs.
• Employment is subject to a criminal background check and pre-employment physical.

Pay Transparency Act

Annual Full Pay Range: $55,812 - $79,093 (will be prorated if the appointment percentage is less than 100%)

Hourly Equivalent: $26.73 - $37.88

Factors in determining the appropriate compensation for a role include experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. The Hiring Pay Scale referenced in the job posting is the budgeted salary or hourly range that the University reasonably expects to pay for this position. The Annual Full Pay Range may be broader than what the University anticipates to pay for this position, based on internal equity, budget, and collective bargaining agreements (when applicable).