DESCRIPTION

Reporting to the Assistant Vice Chancellor for Student Life (AVC-SL), the executive assistant will provide analysis, project support and executive administrative support for Office of Student Life. The executive assistant will provide primary executive support to the AVC for Student Life (AVC-SL), managing the daily and long-range schedule, correspondence, communications and workload of the AVC-SL. Executive support may include managing calendars, scheduling travel, working on special projects of a highly confidential and sensitive nature, and compiling meeting documents and back up with attention to detail. Incumbent will manage coordination of campus-wide and other related meetings and events; independently author outreach materials; initiate and complete high-level meeting planning for campus-wide committees. Develops and administers systems for managing information, projects and communications throughout unit; functions with a high degree of autonomy. Assist the AVC-SL with day-to-day operation of the Student Life Office which includes all individual Student Life Units.

The position also serves as a key resource to the AVC-SL to provide analysis when necessary, correspondence and telephone calls, and drafting correspondence as requested. The Assistant also maintains sensitive and confidential information in electronic and paper form, and also extracts, analyzes, interprets, and displays the data as required. Demonstrates good judgment in selecting methods and techniques for obtaining solutions.

QUALIFICATIONS

• Advanced skill using computer software, hardware, and database systems: MS Office suite, Word, Excel, Access, PowerPoint, Adobe Acrobat/Reader, Outlook email and calendar, Zoom etc.

• Demonstrated experience managing and analyzing complex calendar and travel arrangements, planning meetings both on and off site.

• Ability to investigate, analyze and compile financial and budgetary data and to develop, evaluate and implement sound budget recommendations.

• 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.

• Solid analytical / problem-solving skills. Ability to resolve conflicts with creativity and authority while maintaining a professional relationship.

• Superior interpersonal skills including courtesy, professionalism and cooperative attitude.

• Strong writing and editing skills to compose, proofread, and to review copy for correct grammar and format, completeness, etc. for self or others, for a wide range of documents, needs, or for AVC’s signature.

• Solid skills in problem identification.

• Strong skills to communicate effectively with all levels of staff, faculty, alumni / donors, students and external constituencies, both verbally and in writing.

• Ability to multi-task with demanding timeframes.

• Ability to use high-level discretion and maintain a high level of confidentiality.

• Advising and counseling skills.

• Knowledge of federal regulations such as FERPA.

• Strong service orientation.

SPECIAL CONDITIONS

• Overtime may be required.

• Job offer is contingent upon satisfactory clearance based on Background Check results.

Mandated Reporter: This position has been identified as a Mandated Reporter pursuant to the California Child Abuse and Neglect Reporting Act and requires immediate reporting of physical abuse, sexual abuse, emotional abuse, or neglect of anyone under the age of 18. It is the responsibility of the Mandated Reporter to ensure that they obtain proper training in order to fulfill their reporting responsibilities as required by the California Child Abuse and Neglect Reporting Act and University policy, and to complete and submit the required reports to the UC San Diego Police Department without delay.