Executive Assistant to the Dean - 115887
As a federally-funded institution, UC San Diego Health maintains a marijuana and drug free campus. New employees are subject to drug screening.
#115887 Executive Assistant to the DeanFiling 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
UCSD Layoff from Career Appointment: Apply by 04/22/2022 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.
Special Selection Applicants: Apply by 05/04/2022. Eligible Special Selection clients should contact their Disability Counselor for assistance.
Under general supervision, the incumbent is responsible for project management, complex administrative analysis, and policy/audit and compliance support related to the teaching, research and clinical missions of the Skaggs School of Pharmacy and Pharmaceutical Sciences (SSPPS). Consults and engages in joint problem solving with administrative team members regarding the effectiveness and integrity of information.
Serve as SSPPS Dean's confidential representative and liaison with faculty, campus officials, and the general public. Resolves problems without direct involvement of the Dean. Provides full range of support for the SSPPS Dean to ensure all his/her needs are met.
Conduct on-going analyses to ensure functionality and capability; recommend system enhancements. Manages information ensuring data integrity, consistency, and effectiveness. Responds to data requests via understanding and utilization of various relational databases. Develops standard reports and queries to assist staff in monitoring unit processes. Performs other related analysis functions as required by the SSPPS Dean and leadership team.
Applies professional concepts to conduct analytical studies or projects of moderate scope and complexity to address a variety of policy, research and procedural issues. Fully analyzes issues and problems, gathers data and information, finds and evaluates alternatives and makes sound recommendations.
Six (6) years of related experience, education/training, OR an Bachelor’s degree in related area plus two (2) years of related experience/training.
Experience providing executive management and support to Leadership (Dean, Chair or similar), on a wide range of issues associated with complex problems of a highly confidential and extremely sensitive nature. Prefer previous experience working in an academic institution.
Proficient in communication and interpersonal skills to communicate effectively, both verbally and in writing. Proven customer service/interpersonal skills, including mature judgment, diplomacy, tact and patience. Strong written and verbal communication skills to explain, interpret, and clarify issues and policies with both individuals and groups. Ability to interact effectively with all levels of the university organization, including academics, managers, staff and students.
Demonstrates ability to analyze, research and synthesize large amounts of data with strong attention to detail. Ability to evaluate and analyze processes and workflow to make recommendations to increase efficiency, productivity and turnaround time. Knowledge of practice/participating in process improvement initiatives. Ability to analyze and summarize documents for final review/disposition.
Working knowledge of common organization- or research-specific and other computer application programs. Ability and knowledge of using computer software applications including but not limited to: Adobe Acrobat, Microsoft Excel, Access, PowerPoint and Word. Experience in database and project management. Experience in research, conceptualizing, developing and evaluating projects and databases.
Demonstrates ability to use sound judgment in responding to issues and concerns. Experience in independently accomplishing tasks in an environment with changing priorities. Experience performing under constant pressure of deadlines.
Proficient in ability to multi-task with demanding timeframes. Proven ability to carry out goals and objectives, working with others at all levels of the organization to achieve goals. Work successfully as a member of a team, providing support in a positive, professional and helpful manner.
Working knowledge of applicable policy analysis techniques. General knowledge of University policies and procedures related to professional graduate student education.
- Experience with special events and fundraising preferred.
- Employment is subject to a criminal background check.
- Occasional evenings and weekends may be required.
- Must be willing to work near a laboratory environment (sounds, smells, vibrations).
- Must have reliable transportation in order to attend events, workshops or similar that may not be on campus.
Job offer is contingent on successful engagement in the UC COVID-19 Vaccination program (fully vaccinated with documented proof or approved exception/deferral).
UC San Diego Health Sciences is comprised of our School of Medicine, Skaggs School of Pharmacy and Pharmaceutical Sciences, The Herbert Wertheim School of Public Health and Human Longevity Science, and our Student Health and Well-Being Department. We have long been at the forefront of translational - or "bench-to-bedside" - research, transforming patient care through discovery and innovation leading to new drugs and technologies. Translational research is carried out every day in the hundreds of clinical trials of promising new therapies offered through UC San Diego Health, and in the drive of our researchers and clinician-scientists who are committed to having a significant impact on patient care. We invite you to join our team!
Applications/Resumes are accepted for current job openings only. For full consideration on any job, applications must be received prior to the initial closing date. If a job has an extended deadline, applications/resumes will be considered during the extension period; however, a job may be filled before the extended date is reached.
UC San Diego Health 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.