Job Description

Payroll Title:
ADMIN AST 3
Department:
ETHICS AND COMPLIANCE
Hiring Salary Range
$48,000 - $56,000/year
Worksite:
Campus
Appointment Type:
Career
Appointment Percent:
100%
Union:
Uncovered
Total Openings:
1
Work Schedule:
Days, 8 hrs/day, Monday - Friday

#112844 Confidential Administrative Assistant

Filing Deadline: Fri 12/3/2021

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 11/23/21 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 11/03/21. Eligible Special Selection clients should contact their Disability Counselor for assistance.

DESCRIPTION

Department Overview

The UC San Diego Office of Ethics & Compliance serves as an independent, objective internal resource responsible for coordinating and monitoring the University's ethics, compliance and enterprise risk activities. The Office of Ethics & Compliance reports to the Chancellor and provides senior leaders with a cross-functional emerging view of risks, leading to more informed strategic decisions, better allocation of resources and stronger governance practices. Our goal is to help the University fulfill its responsibilities to the people of California, protect the well-being of the institution and advance our educational mission by deterring misconduct and promoting honest, ethical conduct in which applicable laws, rules and regulations are followed and the public trust is maintained.

Position Overview

Reporting to the Office of Ethics & Compliance (OEC) Director of Operations, the incumbent provides administrative support to the OEC, primarily supporting the department's directors, on a wide range of issues that are highly confidential and extremely sensitive that have frequent, critical deadlines. Duties include front-facing administrative support in a fast-past environment including, but not limited to, preparing and processing correspondence and reports; scheduling and organizing meetings; providing general information and logistical support to the department; handling complex calendaring, travel arrangements, and event support.

Functions as initial contact between the OEC visitors, callers, and staff. Works and communicates with diverse populations at all levels of the organization using diplomacy, flexibility, and a high degree of professionalism. Ensures the efficient and effective functioning of the day-to-day activities of the front desk, while maintaining the department's electronic and paper filing systems as well as assisting with long and short-term administrative needs. This position is the department's primary contact on a variety of UC systems and must stay current on system changes, processes, and procedures. This position requires strict confidentiality and sensitivity, a high level of organizational skills, attention to detail, flexibility, tact, and independent judgment. The incumbent is expected to conduct themselves ethically and with the utmost integrity in carrying out their responsibilities.

Under general direction, works on operational and / or procedural assignments that require the exercise of considerable discretion and independent judgment. Tasks involve the handling of confidential information. Understands the implications of work and makes recommendations for solutions. Determines methods and procedures on new assignments.

This position is designated "Confidential" within the meaning of the Higher Education Employer-Employee Relations Act.

Overtime may be required.

  • Please submit a cover letter for a complete application packet.

QUALIFICATIONS

  • Experience providing high-level confidential administrative support: scheduling meetings, calendaring, arranging complex travel, processing travel advances and reimbursements, and managing office needs. Experience in maintaining multiple balanced schedules for supervisors, arranging travel and coordinating meetings with diversified faculty and staff.

  • Demonstrated experience exercising good judgment and discretion in handling a variety of sensitive and confidential matters.

  • Excellent verbal and written communication skills, active listening, critical thinking, multi-tasking and time management skills.

  • Proven experience managing time and working under varying deadlines and ability to remain flexible as demands and priorities change. Experience tolerating frequent interruptions. Ability to evaluate and anticipate problems and recommend solutions.

  • Proven experience in arranging meetings and events. Experience with event planning, including effective logistical support (scheduling/calendaring, coordination, publicity, etc.) for activities such as group meetings, job interviews, seminars, and conferences.

  • Commitment to equity, diversity, and inclusion. General knowledge of diversity, equity, and inclusion, including the complexities of the intersections of identities including, but not limited to, race, ethnicity, gender, religious affiliation, sexual orientation, and class background.

  • Experience with administrative procedures and processes, including word processing, spreadsheets and database applications. Experience generating reports from data sets.

  • Demonstrated experience carrying out responsibilities in an independent fashion.

  • Experience performing routine research on a broad variety of topics.

SPECIAL CONDITIONS

  • Background Check required.

  • Per the Child Abuse and Neglect Reporting Act (CANRA), this position has been identified as a Mandated Reporter. The selected candidate will be required to report known or suspected child abuse or neglect as defined by CANRA and will be required to sign a Statement Acknowledging Requiring to Report Child Abuse prior to commencing employment.

  • This position has been identified as a Campus Security Authority pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (Clery Act), and requires immediate reporting of Clery Act crimes occurring on Clery Act geography to the UC San Diego Police Department (UCPD). It is the responsibility of the CSA to ensure they obtain proper training in order to fulfill their reporting responsibilities as required by the Clery Act and University policy, and to complete and submit the required reports to the UCPD without delay.


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

Please click on the link below to apply for this position. A new window will open and direct you to apply at our corporate careers page. We look forward to hearing from you!

Apply Online