EXECUTIVE ASSISTANT TO THE ASSISTANT VICE CHANCELLOR
UC San Diego
EXECUTIVE ASSISTANT TO THE ASSISTANT VICE CHANCELLOR
ACADEMIC AFFAIRS - 131549
Hiring Pay Scale: $73,000 - $87,700 / Year
DESCRIPTION
Academic Affairs is the largest of the vice chancellor areas at UC San Diego. Led by the Executive Vice Chancellor (EVC), it is comprised of eight academic schools, eight undergraduate colleges, the Library and the Division of Extended Studies. The executive vice chancellor area also includes the Divisions of Undergraduate Education and Graduate Education and Postdoctoral Affairs, Enrollment Management, several academic support units, as well as units under the purview of the Vice Chancellor for Equity, Diversity & Inclusion. Academic Affairs annually manages expenditures in excess of $1.7B, 4M ASF of space and employs over 13,500 academic, staff and research employees. The Office of the EVC provides leadership and support to the units in Academic Affairs and is responsible for policy and procedure development, communication and implementation, resource administration, training and guidance, and professional development for administrators, faculty, and staff.
The incumbent provides high-level administrative and programmatic support to the Office of the Executive Vice Chancellor (EVC). This includes primary executive administrative support of a complex nature for the Assistant Vice Chancellor-Academic Affairs and Chief of Staff (Asst. VC-AA/COS); independently manages their daily and long-range workload and schedule, and communicates diplomatically with diverse campus and community stakeholders on behalf of the Asst. VC-AA/COS. The incumbent provides back up executive support for EVC Office leadership as needed. Executive support may include independently managing complex calendars, travel, correspondence and special projects of a highly confidential and sensitive nature, and the preparation of briefings and meeting materials with efficiency and high attention to detail. While the position reports to the Deputy Chief of Staff for day-to-day supervision, it exists to support the Asst. VC-AA/COS and EVC Office priorities.
Provides comprehensive logistical support for special and highly confidential projects such as executive searches and administrative reviews for Vice Chancellors and Deans. Coordinates faculty fellowship and recognition programs administered by the Office of the EVC and assists with related donor stewardship activities and impact reporting. Coordinates ad hoc committees and work groups on behalf of the Asst. VC-AA/COS in support of EVC Office initiatives and priorities.
The incumbent provides general administrative support to the EVC Office including fiscal administration, tracking and coordination of initiatives, action items and assignments, records management, and coordinates and supports meetings and small events on behalf of their principal and the EVC Office. May represent the EVC Office on campus wide or VC area committees.
Position is designate as Higher Education Employer-Employee Relations Act (HEERA) Confidential.
• Occasional work during evenings and weekend event support may be required.
• Please submit a cover letter along with a resume for a complete application.
QUALIFICATIONS
• Extensive experience in assisting high-level leadership with complex and confidential calendaring, travel arrangements, public relations, development, special projects and community relations in a fast-paced environment.
• Proven experience with successful meeting planning and coordination. Proven skills to handle logistics of a wide variety of events including meetings, lectures, seminars, and workshops.
• Ability to multi-task with demanding timeframes. Strong demonstrated experience with providing a full range of high-level independent administrative support combined with proven skill to coordinate complex activities and use independent judgement to organize and prioritize office functions.
• 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 skills to communicate effectively with all levels of staff, faculty, alumni / donors, students and external constituencies, both verbally and in writing. Excellent interpersonal, written and oral communication skills, including maturity, diplomacy, tact, and flexibility. Proven ability to interact and communicate effectively and professionally with diverse clientele, including prominent social and business figures, international visitors and dignitaries, elected officials, campus and systemwide administrators, faculty, staff and students.
• Solid analytical / problem-solving skills. Demonstrated analytical skills, including gathering, organizing, and reporting various types of data from disparate sources. Demonstrated experience analyzing and identifying problems, independently resolving discrepancies with ability to recommend solutions, contributing effectively to support organizational objectives.
• Thorough knowledge of common organization-specific and other computer application programs. Demonstrated strong computer including proficiency with MS Office Suite (Word, Access, Excel, PowerPoint), Adobe Acrobat, calendaring, project management tools, and web-based applications.
• Strong service orientation.
• Advising and counseling skills.
• Ability to use high-level discretion and maintain a high level of confidentiality.
• Solid skills in problem identification. 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.
• Demonstrated ability to work independently, and as a part of a collaborative team, to organize, and to establish job priorities to meet deadlines and constantly changing priorities.
• Bachelor's degree in related area; or an equivalent combination of education and experience.
• Knowledge of federal regulations such as FERPA.
• Familiarity with the organization's processes, protocols and procedures.
SPECIAL CONDITIONS
• Background check required.
• Duties may require direct contact and/or supervision of children (defined as individuals under the age of 18) ; completion of the Child Abuse and Neglect Reporting Act (CANRA) form will be required.
Apply Online:
http://50.73.55.13/counter.php?id=288276
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For the University of California’s Affirmative Action Policy please visit: https://policy.ucop.edu/doc/4010393/PPSM-20
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