Job Description

Payroll Title:
EXEC AST 3
Department:
LEADERSHIP STRATEGY & ENGAGEME
Hiring Salary Range
$55,000 - $60,000 /year
Worksite:
Campus
Appointment Type:
Career
Appointment Percent:
100%
Union:
Uncovered
Total Openings:
1
Work Schedule:
Days, 8 hrs/day, Mon-Fri

#112746 Executive Assistant: Leadership, Strategy & Engage

Initial Review Date: Fri 11/12/2021

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 11/03/21 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 11/12/21. Eligible Special Selection clients should contact their Disability Counselor for assistance.

  • This position is open until filled. First Review Date: 11/12/21.

DESCRIPTION

While the position reports to the Executive Director of Leadership Strategy and Engagement (ED-LSE) for day-to-day supervision, it exists to support the Associate Vice Chancellor of LSE (AVC-LSE). The Executive Assistant provides high-level administrative and programmatic support to the office of LSE on a broad range of complex, sensitive, and confidential issues related to the cultivation, engagement and support of UC San Diego’s top tier volunteer leadership for the $2 billion Campaign for UC San Diego, the development and prioritization of the Chancellor’s Engagement Portfolio, and the qualification and facilitation for campus-wide transformational gift prospects and development. Provides primary executive administrative support for the unit’s AVC and Senior Executive Directors of Development (SEDODs), including independent management of complex daily and long-range workload, meeting and travel schedules, processing of accounting and travel actions, and diplomatic communication with high-level donors, prospects and volunteer leaders, and diverse campus and community stakeholders on the LSE Leadership Team's behalf.

Develop, transcribe, edit, and proofread correspondence, agendas, and reports. Research and compile data, and maintain LSE records management system. Review, evaluate and triage all written and verbal communications. Interpret, implement, and disseminate policies, procedures, and regulations. Manages special projects of highly confidential and sensitive nature. Serves as office manager, ensuring administrative processes and office operations run smoothly, demonstrating good judgment in selecting methods and techniques for obtaining solutions. Point of contact for maintenance, information technology, and other external service providers.

Equity, Diversity, and Inclusion are core values at UC San Diego and Advancement is committed to a continuous process of learning and updating practices to support systemic evolution toward equity, diversity, and inclusion for our team and constituents. We foster the UC San Diego Principles of Community by encouraging and developing a collaborative and positive environment among colleagues. UC San Diego provides resources and services so employees can develop a deeper connection to our diverse campus community. Explore more at UC San Diego Staff Associations network and Campus Community Centers.

QUALIFICATIONS

  • Knowledge of federal regulations such as FERPA. General knowledge of common higher education-related regulations with application to administration, students, and/or staffing.

  • Thorough knowledge of common organization-specific and other computer application programs. Strong experience in business application software including: MS Word, Outlook, Access, Calendars, Excel, PowerPoint, web-based programs, browsers, electronic mail, databases, and word processing with fast, accurate key entry skills.

  • Solid analytical / problem-solving skills. Demonstrated problem-solving skills with proven ability to research and analyze situations, identify existing or potential impacts, develop and recommend innovative solutions, determine and implement procedures to accomplish effective resolution, and evaluate results or progress.

  • 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.

  • Strong service orientation. Extremely strong teamwork, collaboration, provision of service, and cooperation skills with demonstrated ability to successfully resolve conflicts in a professional manner.

  • Ability to use high-level discretion and maintain a high level of confidentiality. Proven ability to maintain strict confidentiality at all times with demonstrated experience in utilizing good judgement and discretion when working with a variety of sensitive issues or highly confidential information.

  • Excellent interpersonal communication skills in person, telephone, or in writing, with demonstrated experience in effectively communicating and disseminating information in a clear, concise, positive, service-oriented and professional manner with maturity, tact, and diplomacy. Excellent written communication skills with ability to effectively compose, edit, and proofread letters, memoranda, agendas, and summary reports with clear and concise expression, proper grammar, style, format, and punctuation.

  • Strong executive-level administrative experience in managing complex calendars and travel arrangements, planning meetings on and off site, coordinating administrative activities, and accommodating multiple clientele needs.

  • Ability to accurately and rapidly review and process a large volume of materials dealing with a broad spectrum of issues with proven skill in researching, compiling, organizing, interpreting and selecting data and materials from various sources to effectively prepare reports or share information.

  • Knowledge of standard accounting practices, fund management, and internal control applications, with mathematical skills sufficient to monitor appropriations and expenses, reconcile ledgers, prepare grant budget proposals, process various accounting and travel transactions, and develop spreadsheets.

  • Ability to develop, implement and maintain efficient administrative record retention systems (manual and computerized) for internal use, in accordance with campus or department policy and practice.

SPECIAL CONDITIONS

  • Job offer is contingent on clear Background Check.
  • Must have access to reliable transportation.
  • Occasional evenings and weekends may be 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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