Job Description

Payroll Title:
EXEC AST 3
Department:
ENROLLMENT MANAGEMENT
Hiring Salary Range
$60,000 - $65,000 /year
Worksite:
Campus
Appointment Type:
Contract
Appointment Percent:
100%
Union:
Uncovered
Total Openings:
1
Work Schedule:
Days, 8 hrs/day, M-F, Some Nights and Weekends

#110924 Executive Asst. to the Associate Vice Chancellor

Extended Deadline: Wed 9/29/2021

For the safety and well-being of the entire university community, the University of California requires, with few exceptions, that all students, faculty and staff be vaccinated against the COVID-19 virus before they will be allowed on campus or in a facility or office. For more information visit: https://ucnet.universityofcalifornia.edu/news/2021/07/ucs-covid-19-vaccine-policy.html

This is a one (1) year contract appointment that may be extended or converted to career status based on the needs of the department.

  • This position is open until filled. First Review Date: 8/17/21.

DESCRIPTION

Enrollment Management (EM) is a multi-unit department currently within the Office of the Executive Vice Chancellor-Academic Affairs. The Unit is led by the Associate Vice Chancellor for Enrollment Management (AVC EM), who serves as the Chief Enrollment Officer of the University. EM is comprised of multiple high-profile, core functional units including: the Office of Admissions, Office of the Registrar, Financial Aid & Scholarships Office, Enrollment Management Technology Services (EMTS), Cal-SOAP, Creative Services, Enrollment Analytics, Parent & Family Programs, and the Business Office. EM’s core functions oversee undergraduate admissions and student outreach, continuing student enrollment management, and financial aid and scholarship management.

Reporting directly to the AVC EM, The Executive Assistant to the AVC is responsible for a broad array of assignments, including the coordination, administration, organization, and management of the daily operations of the AVC EM office, and at times, assist in the administrative functions of the overall department. In this role, the incumbent provides highly confidential and proactive executive-level support to the AVC EM, ensuring administrative processes and office operations run smoothly in the executive office. The incumbent also provides executive-level support on a wide range of issues involving high-level work associated with complex problems of a confidential and extremely sensitive nature including campus, system wide and public service duties as they serve over 119,000 undergraduate admissions applicants and over 35,000 enrolled students annually.

The Executive Assistant will serve as the primary contact for all matters related to the AVC EM’s schedule and activities, and is responsible for travel arrangements and reconciliation for reimbursement, and electronic calendar management. The incumbent will develop, produce, and coordinate presentations or correspondence for the AVC EM, and work closely with the EM leaders and their Assistants. Plans and coordinates meetings and events, aid in various reporting requirements and attend various meetings with or on behalf of the AVC EM as directed.

Projects will at times include assignments generated from the UC Office of the President, Chancellor’s Office, Executive Vice Chancellor’s Office, the Academic Senate, the Committee on Admissions. Additionally, the Executive Assistant serves as the administrative liaison between the AVC EM and all other major constituents including UC San Diego campus officials, faculty, and staff; executives of other universities; students and their families; and the general public.

The Executive Assistant must demonstrate initiative and good judgment in selecting methods and techniques for obtaining solutions; intervening when necessary and independently resolving and handling routine issues. The individual must also demonstrate an ability to work independently and move projects to completion with limited direction. Must possess excellent oral and written communication skills, be grounded in high pressure situations, react appropriately to emerging issues, and exhibit well developed skills in diplomacy and tact. Incumbent will actively demonstrate extraordinary interpersonal skills and the ability to work with a diverse and inclusive campus community, always striving to achieve the highest level of commitment to the unit’s mission, values, workplace safety, and learning culture while upholding the campus Principles of Community.

Available to work evenings/weekends during peak periods; some domestic travel may be expected.

  • Please submit a cover letter for a complete application.

QUALIFICATIONS

  • Experience supporting a busy senior level administrator in a fast-paced environment with complex calendar management, travel and logistics preparation, and collateral material preparation.

  • Demonstrated experience planning and coordinating logistics for high-profile meetings, programs and events.

  • Political acumen and sensitivities to the differing perspectives and political circumstances within all levels of the organization as well as the Office of the President and external constituencies. Use tact and diplomacy to troubleshoot issues that arise.

  • Ability to use high-level discretion and maintain a high level of confidentiality. Ability to work independently, set own priorities, use independent judgment and handle confidential and sensitive information.

  • Strong skills to communicate effectively with all levels of staff, faculty, alumni / donors, students and external constituencies, verbally and in writing. Proven composition skills; copyediting and proofing of high volume correspondence, marketing and collateral materials. Excellent command of English. Effective interpersonal skills including tact, diplomacy, and good judgment in interactions with others including faculty, staff, students, families, counselors, public officials, and the media.

  • Ability to multi-task with demanding timeframes. Ability to organize workloads and complete multiple projects with competing priorities. Ability to handle multiple assignments and tasks; ability to establish and work with changing priorities. Ability to work with frequent interruptions.

  • Solid analytical/problem-solving skills. Ability to use independent judgment and initiative, to analyze complex situations, and to develop multiple choices and recommendations. Excellent problem-solving and conflict resolution skills.

  • Thorough knowledge of common organization-specific and other computer application programs. Advanced computer and technical proficiency in MS Office Suite and custom applications; enhanced graphics; graphs and pie charts for presentations; formulas in Spreadsheets for data matrices; custom database management; SharePoint design and management. Develop working knowledge of relevant EM tools and software.

  • Familiarity with the organization's processes, protocols and procedures. Ability to interpret and appropriately apply regulations, policies, and procedures. Ability to evaluate various office practices and procedures. Recommend appropriate changes and develop new guidelines for implementation.

  • Advising and counseling skills. Provide guidance and counsel to full and part-time staff in support of meeting AVC EM's goals. Possess excellent listening skills.

  • Ability to conduct research using databases and other resources, compile findings for special projects. Excellent mathematical and analytical skills to compile data and prepare accurate, concise and complex reports.

  • Solid skills in problem identification. Strong organizational skills with attention to details.

  • Ability to work effectively as an EM team member and within the University as a whole.

  • Demonstrated ability to direct and oversee work assignments, and provide comprehensive training.

  • Strong service orientation. Ability to promote and practice UCSD "Principles of Community".

SPECIAL CONDITIONS

  • Job offer is contingent upon a satisfactory clearance based on background check results.

  • Duties may require direct contact with children (defined as individuals under the age of 18). Completion of the Child Abuse and Neglect Reporting Act (CANRA) form is required.


Job offer is contingent on successful engagement in the UC COVID-19 Vaccination program (fully vaccinated with documented proof or approved exception/deferral).

The University of California is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, age, protected veteran status, gender identity or sexual orientation. For the complete University of California nondiscrimination and affirmative action policy see: http://www-hr.ucsd.edu/saa/nondiscr.html

UC San Diego is a smoke and tobacco free environment. Please visit smokefree.ucsd.edu for more information.

Application Instructions

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