University of California - San Diego #93614 Executive Assistant in San Diego, California

#93614 Executive Assistant

Filing Deadline: Thu 5/24/2018

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UCSD Layoff from Career Appointment: Apply by 05/22/18 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor. Eligible Disability Counseling and Consulting services (DCC) or Special Selection clients should contact their Vocational Rehabilitation Counselor for assistance.

DESCRIPTION

While the position reports to the Director of Leadership Strategy and Engagement (LSE) for day-to-day supervision, it exists to support the Senior Executive Director of LSE. The Executive Assistant provides high-level administrative and programmatic support to the office of LSE on a broad range of complex, sensitive, and confidential issues related to the cultivation, engagement and support of UC San Diego’s top tier volunteer leadership for the $2 billion Campaign for UC San Diego, the development and prioritization of the Chancellor’s Engagement Portfolio, and the qualification and facilitation for campus-wide transformational gift prospects and development.

Provides primary executive administrative support for the unit’s Senior Executive Directors of Development (SEDODs), including independent management of complex daily and long-range workload, meeting and travel schedules, processing of accounting and travel actions, and diplomatic communication with high-level donors, prospects and volunteer leaders, and diverse campus and community stakeholders on the LSE Leadership Team's behalf. Develop, transcribe, edit, and proofread correspondence, agendas, and reports. Research and compile data, and maintain LSE records management system. Review, evaluate and triage all written and verbal communications.

Interpret, implement, and disseminate policies, procedures, and regulations. Manages special projects of highly confidential and sensitive nature. Serves as office manager, ensuring administrative processes and office operations run smoothly, demonstrating good judgment in selecting methods and techniques for obtaining solutions. Point of contact for maintenance, information technology, and other external service providers.

  • Must have access to reliable transportation.

  • Occasional evenings and weekends may be required.

QUALIFICATIONS

  • Strong proven executive-level administrative experience in managing complex calendars and travel arrangements, planning meetings on and off site, coordinating administrative activities, and accommodating multiple clientele needs.

  • Familiarity with the organization's processes, protocols and procedures. Demonstrated ability to accurately interpret and implement policies, procedures, regulations, and effectively communicate and disseminate information.

  • Demonstrated knowledge of federal regulations such as FERPA. General knowledge of common higher education-related regulations with application to administration, students, and/or staffing.

  • Strong experience in business application software including: MS Word, Outlook, Access, Calendars, Excel, PowerPoint, web-based programs, browsers, electronic mail, databases, and word processing with fast, accurate key entry skills.

  • Strong service orientation. Extremely strong teamwork, collaboration, provision of service, and cooperation skills with demonstrated ability to successfully resolve conflicts in a professional manner.

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

  • Ability to accurately and rapidly review and process a large volume of materials dealing with a broad spectrum of issues with proven skill in researching, compiling, organizing, interpreting and selecting data and materials from various sources to effectively prepare reports or share information.

  • Knowledge of standard accounting practices, fund management, and internal control applications, with mathematical skills sufficient to monitor appropriations and expenses, reconcile ledgers, prepare grant budget proposals, process various accounting and travel transactions, and develop spreadsheets.

  • Ability to develop, implement and maintain efficient administrative record retention systems (manual and computerized) for internal use, in accordance with campus or department policy and practice.

  • 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.

SPECIAL CONDITIONS

Job offer is contingent upon a satisfactory clearance based on background check results.

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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.

Payroll Title:

EXEC AST 3

Department:

ADVANCEMENT

Hiring Salary Range

$48,900 - $62,250 /year

Worksite:

Other

Appointment Type:

Career

Appointment Percent:

100%

Union:

Uncovered

Total Openings:

1

Work Schedule:

Days, 8 hrs/day, Mon-Fri