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Administrative Job Description

Overview
WORKING TITLE
  • Administrative Coordinator
  • PERCENT OF FULL
  • 50
  • DEPARTMENT/PROJECT OVERVIEW
  • UCSD Retirement Resource Center Administrative Assistant
  • POSITION OVERVIEW
  • *Serve as the initial customer service contact for Retirement Association Member Services, in-person, via phone, email and mail
    *Process and fulfill new and renewing membership applications via mail, email and phone
    *Enter and update membership data
    *Generate reports for membership tracking
    *Prepare and mail membership packets
    *Update information on both the Emeriti and Retirement Association web pages using Cascade Server Web Manager
    * Update information on both the Emeriti and Retirement Association Google events calendars.
    *Prepare and send regular membership renewal, upgrade and fulfillment mailings
    *Assist in planning and executing events and membership drives in support of the membership function
    *Develop and complete various administrative projects using word processing and Microsoft Excel and Access skills
    *Assist with special projects and reports as assigned by supervisor.

  • SPECIAL CONDITIONS OF EMPLOYMENT
    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, Confidential
  • (Central HR only) APPROVED HEERA
  • All Others, Confidential
  • FUNCTIONS WITH CORRESPONDING TASKS
    FUNCTION NAME
    (1.)  Customer Service: Phone and walk-ins
    %TIME
    25%
    ESSENTIAL
    True
    TASKS
    Serve as the initial customer service contact for Retirement Association Member Services, in-person, via phone, email and mail.
    FUNCTION NAME
    (2.)  Data base entry and coordination
    %TIME
    25%
    ESSENTIAL
    True
    TASKS
    Enter and update membership data into three databases for two organizations.

    Generate reports for membership tracking for both organizations.





    FUNCTION NAME
    (3.)  Membership Coordination
    %TIME
    20%
    ESSENTIAL
    True
    TASKS
    * Process and fulfill new and renewing membership applications via mail, email and phone

    * Prepare and mail membership packets.

    * Prepare and send regular membership renewal, upgrade and fulfillment mailings
    FUNCTION NAME
    (4.)  Event coordination
    %TIME
    10%
    ESSENTIAL
    True
    TASKS
    * Assist in planning and executing a wide variety of special events (e.g. educational seminars, interest groups, fellowship and networking events, membership outreach events.

    * Assist with all logistics for event planning: 1) venue, 2) catering, 3) RSPV lists, 4) name tags, 5) programs, 6) advertisements, etc.
    FUNCTION NAME
    (5.)  Marketing assistance
    %TIME
    10%
    ESSENTIAL
    True
    TASKS
    * Update information on both the Emeriti and Retirement Association web pages using Cascade Server Web Manager

    * Update information on both the Emeriti and Retirement Association Google events calendars.

    * Assist with the development and preparation of newsletters, flyers and brochures.
    FUNCTION NAME
    (6.)  General Administrative Assistance
    %TIME
    10%
    ESSENTIAL
    True
    TASKS
    *Develop and complete various administrative projects using word processing and Microsoft Excel and Access skills.

    * Assist with banking duties such as making deposits and transfers.

    * Assist with special projects and reports as assigned by supervisor.
    KNOWLEDGE, SKILLS, AND ABILITIES
    RELATED FUNCS: DESCRIBE KNOWLEDGE, SKILL, ABILITY: IMPORTANCE LVL:
      New KSA Required
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