Executive Assistant to the Dean - 113843
#113843 Executive Assistant to the DeanFiling Deadline: Wed 1/19/2022
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
UCSD Layoff from Career Appointment: Apply by 1/8/22 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.
Special Selection Applicants: Apply by 1/19/22. Eligible Special Selection clients should contact their Disability Counselor for assistance.
Job posting will remain open until position is filled.
The incumbent provides high-level executive administrative and programmatic support to the Dean of the Jacobs School of Engineering requiring confidentiality, discretion, tact, diplomacy, sound judgment, analytical and decision-making skills.
The Executive Assistant serves with a high degree of professionalism and diplomacy as a key representative of the Dean within UCSD, as well as with donors, visitors, community leaders and national and international corporate and government partners. These events support the Division's strategic goals and objectives, increase opportunities for interaction between the campus and the community, and reflect the high standards of the University.
Manages complex calendar, schedules special meetings requiring executive level detail, makes complex domestic and international travel arrangements, and ensures the efficient and effective functioning of the day-to-day activities of the Dean. Conducts and/or oversees complex administrative analysis requiring knowledge of University administrative organization, policies, procedures, and practices. Maintains a current knowledge of all duties and activities of the Dean's Office Support Staff in order to provide executive-level administrative support.
Receives assignments directly from the Dean that may be highly political, confidential, and sensitive nature that require organizational analyses, background research, exceptional writing skills and logistical orchestration. As a key representative of the Dean and Dean's Office, this position has high visibility and exposure with interactions with university, community, corporate and government leaders. Errors are magnified with adverse repercussions that reflect upon the Dean and School.
Cover letter required along with your online application and resume.
Extensive experience providing executive-level administrative support that include handling complicated executive calendars and scheduling meetings, exercising outstanding professionalism, sound judgment and political acumen. Ability to make decisions independently and to anticipate needs of management. Ability to organize and coordinate executive level calendar. Ability to adapt to a wide range of leadership styles.
Experience preparing travel arrangements or coordinating special events.
Familiarity with the organization's processes, protocols and procedures. Demonstrated knowledge and experience in academic and business administration. Ability to determine workload priorities and to provide direction for overall office effort, to ensure accomplishment of objectives in a timely manner.
Knowledge of federal regulations such as FERPA.
Thorough knowledge of common organization-specific and other computer application programs. Strong demonstrated experience to enter, edit, retrieve information, recognize errors, and initiate corrections while using standard software applications, such as Microsoft Office and Google Apps.
Solid analytical / problem-solving skills. Ability to evaluate and anticipate problems and recommend solutions.
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.
Strong service orientation.
Strong skills to communicate effectively with all levels of staff, faculty, alumni / donors, students and external constituencies, both verbally and in writing. Possess skills of tact, poise, diplomacy, confidentiality and hospitality with a diverse population of staff, faculty, students, industry, and the community in a high pressure and demanding environment.
Advising and counseling skills.
Ability to multi-task with demanding timeframes. Proven ability to work under varying deadlines and ability to remain flexible as demands and priorities change. Able to tolerate frequent interruptions. Ability to work independently, determine appropriate priorities, and complete assignments accurately, efficiently, and with a high level of attention to details, in an environment of heavy pressures and changing priorities.
Must have access to reliable transportation.
Overtime may be required.
Periodically, must be able to work alternate work schedule (7-3:30, 8-4:30, 9-5:30).
Background check required.
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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