112814 - Dean's Suite Administrative Assistant III
#112814 Dean's Suite Administrative Assistant IIIExtended Deadline: Thu 12/2/2021
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The Rady School of Management provides business education through its many graduate business degree programs, PhD program, and undergraduate business program. The Rady School's values are excellence, innovation, collaboration and integrity. The Rady School is a highly participatory, high energy, upbeat student-centric environment with high-achieving students and an engaged, team-oriented staff.
This position operates in the leadership office suite of the Rady School, where interacting in a diplomatic, confidential, collegial manner is essential to maintaining a harmonious work atmosphere. This Dean's Suite position works as a team with and assists the Dean's Executive Assistant and provides executive-level administrative support to the Assistant Dean of Strategy and Operations, the Assistant Dean for Finance and other senior staff. This position serves as back up to the Executive Assistant to the Dean.
The Dean's Suite Administrative Assistant welcomes, greets, announces, and interacts with visitors to the Dean's suite including campus and community leaders, faculty, managers/staff, special visitors and philanthropists. This position handles a variety of administrative duties supporting the Rady School senior leadership. In addition to welcoming and greeting visitors, duties include composing sophisticated email communications, using Outlook to schedule meetings on complex calendars, arranging travel for senior managers, processing travel and expense reimbursements, using spreadsheets to organize information, entering data into databases and assisting the Executive Assistant to the Dean with daily tasks and projects.
Flexibility re: lunchtime due to Lunch break/coverage to be coordinated with other support staff.
This position has as hybrid schedule through January 2,2022. The position will likely be 4-5 days onsite starting January 3, 2022.
Strong experience in an administrative support role providing executive-level support including document creation and editing, phone support, calendaring, and interacting with visitors in a highly confidential environment. Experience setting up in person and Zoom meetings.
Experience greeting & welcoming visitors and guests, including high-level VIPs. Experience using polished communication skills to diplomatically triage phone calls and visitors; experience answering the phone for senior managers/leaders and taking accurate, confidential messages.
Outstanding interpersonal and communication skills, including tact, diplomacy, and flexibility. Experience interacting in person, email, and over the phone with executives, decision makers, leaders and their executive assistants.
Strong experience with a wide range of administrative software, including online calendaring (Outlook or similar), Google Cloud applications, Word and Excel etc.
Multi-tasking under strict deadlines, sometimes last minute. Experience re-prioritizing tasks throughout the day. Professional experience working on projects independently and completing them under a deadline.
Experience making executive travel arrangements and creating/revising itineraries; experience processing expense reimbursements using an online system and using complex reimbursement guidelines/policies.
Experience entering data into a spreadsheet/database, experience running queries/reports from a database.
Demonstrated ability to use discretion, exercise good judgment, and maintain strict confidentiality. Collaboration skills and experience working as part of a team.
- Knowledge of UCSD Policies and Procedures, particularly those involving travel, expenditures and expenditure reimbursements. Understanding of UCSD and UCOP organizational structures, departments and units, and communication channels.
- Job offer is contingent upon satisfactory clearance based on background check results.
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
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