111897 - Exec Assistant & Special Project/Programs Admin
#111897 Exec Assistant & Special Project/Programs AdminExtended Deadline: Thu 12/9/2021
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 and influenza before they will be allowed on campus or in a facility or office. For more information visit: Flu Vaccine Mandate / COVID Vaccine Policy
UCSD Layoff from Career Appointment: Apply by 9/23/21 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.
Special Selection Applicants: Apply by 10/4/21. Eligible Special Selection clients should contact their Disability Counselor for assistance.
As a student-centered organization, University Centers supports the UC San Diego community with quality facilities, services, and programs that foster and enrich the campus experience and student learning. Visited by more than 30,000 people daily, the University Centers operates several facilities, including the student union facilities of Price Center and Student Center. Nationally regarded for their design and function, both facilities were expanded and remodeled in 2008 and have won architectural awards. The Price Center and Student Center buildings measure more than 366,000 square feet of interior space and more than 11 acres of outdoor space. The University Centers provides a comprehensive meeting and event services program with more than 20,000 bookings annually. Meeting and event space includes more than 20 meeting rooms, two ballrooms, a 500-seat theater, and a 300-person multipurpose room, and The Loft at Price Center and Pub Stage Room at Student Center. Several important spaces and resource centers welcome students into University Centers with services and activities that support and enhance the educational experience of the campus' diverse student community. When visiting the University Centers, guests can experience a diverse array of entertainment, cultural events and co-curricular programs, and can enjoy more than 26 restaurants and non-food retail services ranging from national chains and locally-owned small businesses to student-government enterprises and student-run cooperatives.
University Centers Executive Assistant provides full range of administrative functions in support of the Director, Associate Director, the University Centers Advisory Board (UCAB) and overall University Centers Department. In addition to executive support, incumbent is responsible for travel coordination and committee support. Acts as primary contact for customers of the University Centers and maintains effective working relationships with campus departments. This support requires the ability to identify, analyze, and resolve problems independently, including the ability to determine which departments must be involved, communicate problems clearly, and coordinate the efforts of the departments involved. Experience working in a fast-pace, dynamic environment and the ability to respond to demands of such an environment in a composed, flexible and professional manner is required. Must possess computing, writing, and analytical skills to be able to perform a variety of special projects as needed by the Executive Director and other senior managers as assigned.
The University Centers is a heavy-use facility visited daily by 30,000+ people. It includes 300,000 square feet of meeting/event, office, and dining/retail space. The meeting/event space is in great demand for major events and is used by many campus departments, including the Chancellor's Office and UCSD Special Events. More than 5,000 meetings/events occur annually. The facility also houses over 75 campus departments, student organizations, and retailers.
With its heavy use, many tenants, and many services and facilities, the University Centers is a complex operation that functions in a fast-pace environment. The Executive Assistant requires a significant level of interaction among its 12 units and many campus departments. These departments range from Campus Police and Real Estate Development to Environment, Health and Safety and Planning, Design, and Construction.
Demonstrated experience (minimum of 2 years) providing full range executive administrative support with proven skill managing complex calendars, making travel arrangements; planning, preparing and coordinating meetings and related logistics.
Ability to conduct research and analyze various documents with objective of obtaining data, as well as historical information to compile reports or on-going projects.
Productivity and project management skills and knowledge of project tracking software for planning, executing, and organizing projects.
Experience with digital editing (Adobe Acrobat and Photoshop) of manuals, newsletters, marketing materials with ability to compile data and manipulate graphics; including charts and presentations.
Working knowledge of digital databases/filing systems in order to maintain orderly files, whether hard copies or digital records.
Superior interpersonal skills including courtesy, professionalism and cooperative attitude. Demonstrated experience in communicating effectively in person, on the telephone, and in writing to a diverse population. Must be able to establish and maintain good working relationships with people and organizations, both within and without the university community.
Must possess advanced proficiency in use of computer applications such as: Google Docs, Word, Excel, Entourage (email), Outlook (calendaring), SharePoint, Internet & databases.
Must be able to show judgment in an office that is frequently confronted with emergencies, many interruptions, and changing needs, and then use that judgment in determining the essence of potential problems so as to develop information quickly which can be used by the director and/or associate director.
Experience in maintaining building key inventory and control systems.
Demonstrated high level of professionalism in providing administrative assistance for a department that includes many units and works with a number of campus departments in a fast-pace environment. Includes the ability to identify, analyze and resolve problems independently, including the skills and abilities to determine the units and departments that must be involved and to coordinate their efforts.
Must be able to maintain confidentiality of information and materials.
Must possess thorough knowledge of correct English, grammar, spelling and punctuation to be able to represent the director and/or associate director and the university to a variety of constituencies.
Ability to hire, train and supervise student employees.
Working knowledge of commercial real estate and lease administration.
Knowledge of U.C. policies and procedures related to purchasing, travel, pay authorizations, mileage reimbursement, meal expense limitations, etc. and department policies, and procedures, including the willingness to understand and enforce these policies when required.
Must be able to occasionally work overtime.
Job offer is contingent upon satisfactory clearance based on Background Check results.
This position has been identified as a Mandated Reporter pursuant to the California Child Abuse and Neglect Reporting Act and requires immediate reporting of physical abuse, sexual abuse, emotional abuse, or neglect of anyone under the age of 18. It is the responsibility of the Mandated Reporter to ensure that they obtain proper training in order to fulfill their reporting responsibilities as required by the California Child Abuse and Neglect Reporting Act and University policy, and to complete and submit the required reports to the UC San Diego Police Department without delay.
Our employees enjoy competitive compensation packages and educational opportunities in a diverse, stimulating workforce.
This position is eligible for full benefits first day of hire:
a) Health/Dental/Vision Insurance.
b) Vacation/holidays (15 vacation days & 13 paid holidays a year).
c) Work/Life Balance.
d) UC Retirement Plan
e) Pet insurance.
To calculate an approximate value of the UC Total Compensation package, please click here.
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.