112777 - EXECUTIVE OPERATIONS SPECIALIST
#112777 EXECUTIVE OPERATIONS SPECIALISTExtended Deadline: Mon 12/13/2021
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 11/25/21 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.
Special Selection Applicants: Apply by 12/06/21. Eligible Special Selection clients should contact their Disability Counselor for assistance.
Job posting will remain open until position is filled.
The Executive Assistant to the Assistant Vice Chancellor of Student Retention and Success (AVC SRS) provides confidential and proactive executive level support to the AVC SRS on a wide range of issues involving high level work associated with complex problems of a confidential and sensitive nature including campus and system wide efforts and collaborations that improve student retention and graduation rates.
The Executive Assistant to the AVC-SRS is responsible for the coordination, administration, organization and carrying out of daily operations related to the AVC and units they oversee. Reporting directly to the AVC SRS, this position is responsible for a broad array of assignments, including the coordination, administration of the overall cluster which includes Undergraduate Research Hub, Office of Academic Support and Instructional Services (OASIS), Chancellor's Associate Scholars Program (CASP), Undocumented Student Support Services, Student Veterans Resource Center, Student Success Programs and the Transfer Student Success Hub. Provides proactive executive administrative support for the AVC-SRS and contributes secondary support to the Office of the Vice Chancellor Student Affairs.
The Executive Assistant plays a critical role in planning for, and the development, implementation, organization and assessment of, student success services at UC San Diego. While performing their duties, the assistant must demonstrate a high degree of professionalism, tact, diplomacy, and discretion on a wide variety of complex programmatic, personnel, and fiscal issues. Assist with senior management work assignments and projects initiated by senior campus leadership. Manage long-range activities, events, correspondence, schedule and records for the AVC-SRS.
This position will intercept and independently resolve and handle routine issues, manage and organize a high volume of communications, and ensure timely and comprehensive responses. Serve as central administrative liaison between AVC-SRS, VCSA, on-and off-campus officials, including but not limited to UC Office of the President, faculty, students, parents, community members and constituents from national and international universities. In this administrative capacity, ensure that AVC-SRS is briefed for meetings and that all meetings and appointments with a wide range of constituents are properly managed.
Office management responsibilities include electronic calendar management, serving as a fiscal liaison between the AVC and the SRS Business Office, event coordination, travel, signature processing, production of reports and presentations, and other print and online publications.
Bachelor's degree in related area and / or equivalent experience / training.
Minimum of five (5) years of demonstrated experience and proven ability to function at a high administrative level in providing executive level support while representing the University's best interests at all times.
Advanced organizational and project management skills, including ability to work independently, determine appropriate priorities, and complete projects accurately, efficiently, and with a high level of attention to detail, despite competing deadlines and interruptions.
Demonstrated ability to interpret and appropriately apply regulations, policies, and procedures.
Experience in event management to plan/coordinate logistics for meetings, programs, and activities.
Knowledge of federal regulations such as Family Educational Rights and Privacy Act (FERPA).
Advanced computer and technical proficiency in MS Office Suite; enhanced graphics; graphs and pie charts for presentations; formulas in Spreadsheets for data matrices and database management; Sharepoint design and management.
Skill in analyzing information, situations, practices, or procedures to define the problem or objective, identify relevant factors, formulate logical and objective conclusions, and recognize alternatives and their implications.
Excellent interpersonal skills including tact, diplomacy, and good judgment to successfully interact with a variety of people including faculty, staff, students, families, campus leadership, civic leaders, members of the community from diverse cultures and backgrounds.
Strong skills to communicate effectively with all levels of staff, faculty, alumni / donors, students and external constituencies, both verbally and in writing. Effective communication skills both oral and written (including electronic) to respond to inquiries from students, staff, faculty, the campus community, vendors and the general public.
Advising and counseling skills.
Solid skills in problem identification. 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.
Proven composition skills; copyediting and proofing of high volume correspondence, marketing, presentations and other materials. Ability to develop training materials, policies and procedures.
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.
May be required to work overtime and weekends during peak periods and special events.
Background check 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.
Job Reference #: 112777