Executive Assistant - 121843
#121843 Executive AssistantFiling Deadline: Wed 3/29/2023
UC San Diego values equity, diversity, and inclusion. If you are interested in being part of our team, possess the needed licensure and certifications, and feel that you have most of the qualifications and/or transferable skills for a job opening, we strongly encourage you to apply.
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
A cover letter is required for a complete application packet.
UCSD Layoff from Career Appointment: Apply by 3/6/2023 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.
Special Selection Applicants: Apply by 3/15/2023. Eligible Special Selection clients should contact their Disability Counselor for assistance.
This position offers a hybrid work arrangement, which includes a combination of onsite and remote work.
This recruitment will remain open until filled. Initial application deadline: 3/15/2023.
The Executive Assistant will perform a wide range of duties that require confidentiality, discretion, tact, diplomacy, sound judgment, analytical and decision-making skills. Duties include, but are not limited to serving as the high level Executive Assistant to the Executive Director, Triton Auxiliary Programs & Services (TAPS). The incumbent will independently analyze, organize and prioritize daily activities, as well as review, evaluate and rank all requests and communications. As assigned, manage special projects of a highly confidential and sensitive nature. Manage a variety of financial needs and prepare reports. Manage calendar, process large volumes of mail/email, manage travel arrangements, process and track executive expenses and assist in the gathering of materials and information for meetings and events. Handle a heavy load of telephone traffic and electronic communications.
Review and recommend streamlined procedures or policy changes to improve business/office practices. Train employees regarding office procedures. Independently purchase non-standard items (e.g. purchases requiring coordination with other campus departments). Resolve complex problems with campus departments. Determine, select and implement administrative policies, procedures and methods for the office.
- Ability to work a flexible schedule as needed.
Demonstrated experience and proven ability to function at an advance level in providing a high level of support. Ability to electronically schedule meetings, events, and vehicle reservations efficiently.
Strong service orientation and advising and counseling skills. Cordial and professional demeanor and presentation. Demonstrated ability to maintain a clean and safe working environment. Demonstrated ability to provide the highest level of customer service to a diverse population.
Solid skills in problem identification. Ability to research, gather, and analyze data and procedures and propose solutions.
Thorough knowledge of common computer application programs including Microsoft Word, Excel, PowerPoint and Outlook. Knowledge in the proper use of fax machines, photocopiers, scanners and printers.
Solid analytical/problem-solving skills. Ability to handle disagreements with respect and good judgment.
Demonstrated knowledge of federal regulations such as FERPA. Ability to use high-level discretion and maintain a high level of confidentiality.
Strong organizational skills to simultaneously respond to multiple customers while correctly prioritizing each required action.
Proven ability to multi-task with demanding timeframes. Ability to organize and meet deadlines in a timely manner, deal with changing priorities and work well under pressure. Skill to coordinate high volume workload with frequent interruptions and conflicting priorities.
Strong skills to communicate effectively with all levels of staff, faculty, alumni/donors, students and external constituencies, both verbally and in writing. Effective interpersonal and verbal communication skill with the ability to clearly, courteously, and diplomatically communicate information in person, on the telephone, and via email in a professional manner. Knowledge of proper grammar, style, format, and spelling. Ability to proofread own work.
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. Ability to work as a team-member both within the department and the University as a whole.
Ability to learn and understand the department's business, culture, and priorities to represent the Executive Director and TAPS in a substantial and professional way.
DOJ/FBI and DMV background checks and clearances required prior to employment.
Must possess and maintain a valid California Driver License and participate in the DMV Pull Notice program.
Pay Transparency Act
Annual Full Pay Range: $48,900 - $102,300 (will be prorated if the appointment percentage is less than 100%)
Hourly Equivalent: $23.42 - $48.99
Factors in determining the appropriate compensation for a role include experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. The Hiring Pay Scale referenced in the job posting is the budgeted salary or hourly range that the University reasonably expects to pay for this position. The Annual Full Pay Range may be broader than what the University anticipates to pay for this position, based on internal equity, budget, and collective bargaining agreements (when applicable).
Job offer is contingent on successful engagement in the UC COVID-19 Vaccination program (fully vaccinated with documented proof or approved exception/deferral).
To foster the best possible working and learning environment, UC San Diego strives to cultivate a rich and diverse environment, inclusive and supportive of all students, faculty, staff and visitors. For more information, please visit UC San Diego Principles of Community.
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.
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Job Reference #: 121843