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Administration Job Description

Overview
WORKING TITLE
  • Administration Coordinator
  • PERCENT OF FULL
  • 100
  • DEPARTMENT/PROJECT OVERVIEW
    POSITION OVERVIEW
  • Provide administrative and clerical support to the aquarium’s administration area. Assist with special events operations and with internal events for members, donors, volunteers, staff, and visitors. Meet with vendors, clients, facilities supervisor and other UC departments to ensure facility rental and event logistics run according to plans. Provide administrative support for the special events unit and assist with the technical services for events. Provide backup accounting and bookkeeping functions for the aquarium and special events units. Provide principle investigators (PI) with grant writing support.
  • SPECIAL CONDITIONS OF EMPLOYMENT
  • Must be able to work weekend, holidays, and evenings as required.
  • EMPLOYEES DIRECTLY SUPERVISED: Name, Payroll Title, Job Description #, Status (career, casual, student), %Time
    EMPLOYEES SUPERVISED THROUGH OTHERS: Name, Payroll Title
    For use only by Department HR Contact
    IS BACKGROUND CHECK REQUIRED
  • No
  • IS C.O.I. DISCLOSURE REQUIRED
  • No
  • IS PRE-PLACEMENT PHYSICAL REQUIRED
  • No
  • (Dept only) REQUESTED HEERA
  • All Others, not Confidential
  • (Central HR only) APPROVED HEERA
  • All Others, not Confidential
  • FUNCTIONS WITH CORRESPONDING TASKS
    FUNCTION NAME
    (1.)  Administrative Office Support Functions
    %TIME
    35%
    ESSENTIAL
    True
    TASKS
    Answer multiple phone lines, route calls and dispense information. Provide information on the aquarium, such as directions and admission prices. Answer a variety of inquiries about Birch Aquarium, SIO and UCSD.

    Greet and direct visitors to aquarium administration. Route unexpected visitors as appropriate.

    Sort department mail. Open each piece of mail and log into the database any checks that are received. Examine any mail not routed to a specific individual and respond or route as appropriate.

    Photocopying, faxing and other miscellaneous office duties.

    Update the aquarium's computerized calendar system.

    Troubleshoot, order supplies, and place service calls for aquarium’s printers, fax machines and copiers.

    Update the aquarium's computerized conference room calendar & reservation system.

    Recreate printed forms on computer using Macintosh programs including Word, Excel, and Filemaker Pro.

    Maintain filing system for printed UC/BAS forms ensuring supply and accessibility for all staff.

    Attend weekly operations meetings and record minutes; write up the minutes for approval by the Director of Operations; distribute the minutes electronically to all staff.

    Attend the bi-weekly Director's Council meetings and record minutes; write up the minutes for approval by the Executive Director; distribute the minutes electronically to the members of the Director's Council.

    Maintain office supplies for administration, and place orders as needed.

    Direct the set-up of meetings in the aquarium's conference room; arranging/coordinating for refreshments, A/V equipment and meeting materials, and cleaning up after the event, as required.

    Distribute payroll checks from mail and log in action.

    Maintain several aquarium lists and information sheets, including staff telephone and email lists, emergency contact list, and distribute or make electronically available to staff.

    Provide administrative support for the aquarium's development department.

    Fill charitable organizations requests for donation tickets. Date and log tickets; prepare response letters; mail. Maintain records.
    FUNCTION NAME
    (2.)  Special Events Operations
    %TIME
    25%
    ESSENTIAL
    True
    TASKS
    Assist with the Operations of the aquarium's special events program; facilitating client requests, and overseeing the event set-up.

    Ensure the facility is prepared for evening events. Meet with venders (caterers, florists, musicians, etc.) upon arrival; advise of set-up locations. Direct the placement of equipment and vehicles to ensure that fire codes and BAS rules and regulations are enforced.

    Contact clients to define event logistics. Prepare work requests for additional staffing (i.e. parking attendants, A/V technicians, docents, divers, bookshop staff, etc.) and route to appropriate departments; follow-up to ensure that all requests are approved and duties assigned. Schedule facility walk-through if necessary, to finalize event logistics.

    Work with aquarium facilities to ensure that the facility is clean and presentable. Refer serious problems to Facilities Supervisor or Director of Special Events. Place all appropriate signage prior to guests' arrival. Set up and test A/V equipment. Coordinate the clients' special requests such as banners, signs and A/V equipment.

    Monitor facility use by outside venders and guests. Enforce internal regulations and fire code requirements. Direct evacuations and implement emergence procedures during the event hours.

    Act as a representative and host of the aquarium to clients and their guests, maintaining customer service, while keeping corporate partnerships and development needs in mind. Notify aquarium management of donor prospects.

    Assist with the aquarium’s technical services audio/visual, Internet-wireless, and lighting. Ensure aquarium systems meet the client's needs by providing feedback to the Director of Special Events about client’s requests. Make sure equipment is properly maintained and stored. Train aquarium staff in equipment use.

    Endure that all Alcohol and Beverage Control Department (ABC) rules and regulations are followed and in compliance with the UCSD policies and procedures.

    Answer questions and advise potential client of restrictions and limitations, and provide an orientation tour to prospective clients and industry personnel.

    Assist with the planning and execution of aquarium and SIO internal events for members, donors, volunteers, staff and visitors.
    FUNCTION NAME
    (3.)  Administrative Support for Special Events
    %TIME
    15%
    ESSENTIAL
    True
    TASKS
    Prepare monthly special events schedule for distribution to aquarium departments and other appropriate staff members.

    Maintain the client/event filing system and automated database of records. Ensure that each special event file is complete before each event; verify that the rental agreement, certificates of insurance, and other required legal documents have been received from the client, caterer, the ABC and others.

    With direction from the Director of Special Events, work with the aquarium's webmaster and the aquarium's marketing department to ensure the special events portion of the Aquarium's Webster is maintained with accurate and current information.

    Maintain and distribute all promotional materials for the special events unit.

    Track requests made to the ABC for alcohol permits. Reinforce all ABC regulations to ensure that the aquarium is in compliance. Prepare initiating documents authorizing proper permitting with the ABC.

    Respond to client inquiries via the telephone, e-mail, regular mail and drop-in client visits.
    FUNCTION NAME
    (4.)  Special Events Sales Function
    %TIME
    10%
    ESSENTIAL
    True
    TASKS
    Maintain and update client sales-prospect list.

    Provide feedback to the Director of Special Events on “special” client requests, audio/visual needs, and extra/different set-up requirements that will assist the department with development of new event options, sales strategies, and client retention.

    Attend and work, with the Director of Special Events, two trade shows per year.
    FUNCTION NAME
    (5.)  Accounting & Bookkeeping
    %TIME
    10%
    ESSENTIAL
    True
    TASKS
    Receive and record payments by check and credit card, and complete recharge forms for UCSD and SIO events. Document event sales in the internal monthly recap spreadsheet document.

    Finalize event sale by entering client information in database. Use database to generate confirmation letter and statement of account.

    Reconcile accounts after event; send finalized statement of account billing for balance due.

    Prepare the accounts receivable report, and verify status of client accounts.

    Update the aquarium's trade account with its various caterers. Obtain client-billing records to verify correct trade percentage due the Aquarium.

    Prepare financial reports, ensuring compliance with all university policies and procedures.

    Generate revenue reports and monthly sales spreadsheets.
    FUNCTION NAME
    (6.)  Support Aquarium's Grant-Writing Function
    %TIME
    5%
    ESSENTIAL
    True
    TASKS
    Maintain updated generic aquarium information files that will support the development of new grant applications.

    Work closely with the applicable principal investigator (PI) in the actual entering of information in the electronic application template.

    Provide proofreading for basic grammar and punctuation, and work with the PI in editing the more specialized content of the material.

    Execute the transmission of the application via its required form: electronic submission, hard-copy mailing, etc., and ensure that all materials are complete, and that the grant makes the deadline.
    KNOWLEDGE, SKILLS, AND ABILITIES
    RELATED FUNCS: DESCRIBE KNOWLEDGE, SKILL, ABILITY: IMPORTANCE LVL:
      Ability to work well with the public, in person and on the telephone. Excellent customer-service skills; patience, tact and diplomacy. Required
      Typing and word processing skills. Ability to accurately proofread own work & that of others, Required
      Writing and editing skills; the ability to compose correspondence for self & others, and edit other's work for grammar, punctuation, and style. Required
      Administrative skills; scheduling, alpha & numeric filing, typing, supplies inventory and ordering etc. Ability to take meeting notes accurately, and transform them into readable copy. Required
      Organizational skills and attention to detail. Accuracy with data entry. Required
      Ability to work with constant interruptions, and adapt to changing priorities. Required
      Ability to prioritize independently, and demonstrated problem solving skills. Required
      Ability to handle confidential or sensitive materials in a professional manner. Required
      Knowledge of UC policies and procedures with regard to mail, telecommunications, forms preparation and usage etc, Preferred
      Knowledge of features of UC phone systems and voice mail. Preferred
      Demonstrated ability to troubleshoot office machinery Preferred
      Knowledge of Macintosh software including relational databases, spreadsheets, and word processors. Ability to create flyers, badges, and invitations using PageMaker or similar software. Required
      Knowledge of UCSD, SIO and the San Diego area, and other public aquariums and museums. Preferred
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