Executive Assistant to the AVC - 114223
#114223 Executive Assistant to the AVCFiling Deadline: Wed 6/1/2022
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 01/31/2022 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.
Special Selection Applicants: Apply by 02/09/2022. Eligible Special Selection clients should contact their Disability Counselor for assistance.
This position will remain open until filled.
This position offers a hybrid work arrangement, which includes a combination of onsite and remote work.
Reporting to the Associate Vice Chancellor, Alumni and Annual Giving Pipeline Development (AVC-AAGPD), the Executive Assistant will provide support to the AVC-AAGPD, the Senior Executive Director, International Campus Initiatives (SED-ICI), and the Executive Director, Annual Giving (ED-AG) on high-level assignments including confidential and extremely sensitive issues. Analyze complex and often sensitive issues, identify viable options and communicate options to the AVC-AAGPD and appropriately implement solutions, often dealing with topics involving campus and Advancement senior leadership. Work independently to manage the AVC-AAGPD, SED-ICI and the ED-AG schedules, domestic and international travel logistics, and special projects as assigned. Serve as manager for the office of AVC-AAGPD, ensuring smooth operation of the day-to-day functioning of the AVC-AAGPD’s immediate office. Communicate with unit managers, oversee the work activity of unit assistants, coordinate and organize leadership meetings/workshops and other events, and evaluate existing procedures as problems arise, recommending and implementing new methods as needed.
Ensure that the AVC-AAGPD, SED-ICI and the ED-AG are briefed and prepared for meetings with a wide range of individuals and groups. Develop professional quality presentations for AVC for board meetings, cabinet presentations, staff meetings and the like with little direction. Know what the crucial topics are to create presentations and have an understanding to place the right information and data in the presentation. Must have a genuine interest in the work performed by the AVC, Sr Executive Director and Executive Director to ensure capability to move back and forth between projects in Alumni, Career Services, Annual Giving and International Relations. Independently resolve problems without direct involvement of the AVC-AAGPD.
Support the AVC-AAGPD, SED-ICI, and the ED-AG in all areas including relations with senior Advancement leadership, vice chancellors, deans, faculty, community, university and governmental organizations. Research and draft documents including leadership briefings, donor correspondence, policy documents, meeting and presentation materials, reports and other collateral as needed. Coordinate and monitor assignments which must be accomplished in conjunction with other key administrators. Manage the high volume of communications received for the AVC-AAGPD, SED-ICI, and the ED-AG and ensure timely responses. As requested, manage special projects of a highly confidential and sensitive nature on behalf of the AVC-AAGPD.
A cover letter is required for a complete application packet.
Occasional evenings and weekends may be required.
EQUITY, DIVERSITY, AND INCLUSION
Equity, Diversity, and Inclusion are core values at UC San Diego and Advancement is committed to a continuous process of learning and updating practices to support systemic evolution toward equity, diversity, and inclusion for our team and constituents. We foster the UC San Diego Principles of Community by encouraging and developing a collaborative and positive environment among colleagues. UC San Diego provides resources and services so employees can develop a deeper connection to our diverse campus community. Explore more at UC San Diego Staff Associations network and Campus Community Centers.
Bachelor's degree in related area and/or an equivalent combination of experience and/or training.
Experience providing high level support to executives. Experience in arranging and coordinating logistics for meetings and events. Experience arranging travel, including booking, creating itineraries, and reconciling expenses.
Knowledge of accounting principles and practices for financial analysis of budgets. Experience in producing financial and expense reports. Skill to monitor financial activities and transactions for report generation, purchasing, travel vouchers, accounts payable, and accounts receivable.
Thorough knowledge of computer application programs. Must be proficient in Word, Excel and PowerPoint.
Proficiency in using and adapting computer software programs, applications and tools to meet office needs, including databases to retrieve current and historical information to compile reports and briefings, spreadsheets, and graphics programs. Ability to implement new systems to increase productivity, using e-mail, word processing, spreadsheet, and calendar applications.
Demonstrated knowledge of federal regulations such as FERPA. Proven ability to use high-level discretion and maintain a high level of confidentiality.
Solid problem identification and problem-solving skills. Proven resourcefulness in independently finding appropriate solutions to complex operational and administrative problems, and use of initiative in implementing solutions or making recommendations. Ability to anticipate problems and take necessary actions to mitigate potential negative effects.
Excellent analytical skills. Ability to self-train via phishing, research and/or webinars on tools such as smart sheet and other tools.
Strong service orientation. Effective interpersonal, written and verbal communication skills that demonstrate correct grammar usage, syntax, edit and format. Strong skills to communicate effectively with all levels of staff, faculty, alumni/donors, students and external constituencies, both verbally and in writing.
Proven ability to communicate clearly and effectively both in person and on the telephone in a positive manner to a diverse and demanding group of people including major gift prospects, donors, volunteers, prominent social, business, and governmental figures, and campus administrators. Solid advising and counseling skills.
Job offer is contingent upon satisfactory clearance based on Background Check results.
Must have access to reliable transportation.
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.