Executive Assistant to the Dean's Office - 135770

The Executive Assistant is primarily responsible for supporting the Dean, Assistant Dean, and the Dean's office operations. The Executive Assistant performs a wide range of duties that require confidentiality, discretion, tact, diplomacy, sound judgment, and analytical and decision-making skills. Duties include, but are not limited to, comprehensive, high-level administrative support to the Dean, Associate Deans, and the Assistant Dean of the School of Physical Sciences, as well as general onsite support of the Dean's Office. These roles require the Executive Assistant to demonstrate a high degree of professionalism in a rapidly changing, time-pressured environment, strong organizational skills, and the ability to be flexible as demands and priorities change.

The Executive Assistant must manage a high volume of confidential communications and information and must be able to organize, research, track, interpret, analyze, and present information in concise and appropriate formats. Responsible for the compilation of meeting documents and backup with attention to detail. Responsible for managing complex calendars with frequent changes. The Executive Assistant serves as a key representative of the Deans within UC San Diego, as well as with donors, visitors, and corporate, community, and government partners. These events support the School's strategic goals and objectives, increase opportunities for interaction between the campus and the community, and reflect the high standards of the University.

This position also supports awards and events and interacts with the Communication and Development units on collaborative initiatives. Based upon needs, this position may support various related functions and administrative support in other functional areas of the Dean's office.

Position is designated as Higher Education Employer-Employee Relations Act (HEERA) Confidential.

• Familiarity with the organization's processes, protocols and procedures.

• Knowledge of federal regulations such as FERPA.

• Thorough knowledge of common organization-specific and other computer application programs. Intermediate to advanced skills in the use of standard software applications including Word, Excel, PowerPoint, e-mail programs, and Internet browsers.

• Solid analytical / problem-solving skills.

• 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. Strong writing, proofreading, and composition skills with the ability to draft, edit, and finalize various forms of communication using proper grammar and writing styles with accuracy and attention to detail.

• Advising and counseling skills. Demonstrated ability to resolve conflicts with creativity and authority while maintaining a professional relationship.

• Ability to multi-task with demanding timeframes. Ability to set priorities and adjust to frequent interruptions with demonstrated ability to initiate and track complex issues and projects to completion.

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

• Solid skills in problem identification.

• Ability to work well as a team member and foster and maintain cooperative working relationships.

• Ability to develop, implement, and maintain computerized and paper recordkeeping and filing systems that allow for easy retrieval of information by self and others.

• Demonstrated experience with complex calendaring, travel, and event planning.

• Ability to establish new processes and procedures for office operations when necessary, along with the skill to perform work according to established protocols.

• Demonstrated superb interpersonal skills to successfully interact with a variety of people, including academicians, staff, high-level executives, civic leaders, and members of the community from diverse cultures and backgrounds.

• Demonstrated executive administrative skills including the ability to organize and prioritize tasks with strong use of initiative, sound judgment, independent thought, and precise attention to detail with a high level of professionalism.

• Ability to locate, extract, and identify important information and data; analyze, synthesize, and compile data and present it in a meaningful and effective way. Ability to use a wide variety of resources and formats to compile material and data.

• Ability to work with initiative and direction, including the aptitude to repeat tasks without reminders.

• Skill in analyzing information, situations, practices, or procedures to define the problem or objective, identify relevant factors, formulate logical and objective conclusions, and recognize alternatives and their implications.

• Job offer is contingent upon a satisfactory clearance based on FBI and DOJ background check results.

• Occasional overtime may be required.

• May be required to work evening and weekends.

If employed by the University of California, you will be required to comply with our Policy on Vaccination Programs, which may be amended or revised from time to time. Federal, state, or local public health directives may impose additional requirements.

To foster the best possible working and learning environment, UC San Diego strives to cultivate a rich and diverse environment, inclusive and supportive of all students, faculty, staff and visitors. For more information, please visit UC San Diego Principles of Community.

The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected status under state or federal law.

For the University of California's Anti-Discrimination Policy, please visit: https://policy.ucop.edu/doc/1001004/Anti-Discrimination

UC San Diego is a smoke and tobacco free environment. Please visit smokefree.ucsd.edu for more information.