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Executive Assistant - 134209

UC San Diego
United States, California, Oakland
1111 Franklin Street (Show on map)
Jan 29, 2025
Executive Assistant - 134209
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Job Description
Filing Deadline: Tue 2/11/2025
UC San Diego values equity, diversity, and inclusion. If you are interested in being part of our team, possess the needed licensure and certifications, and feel that you have most of the qualifications and/or transferable skills for a job opening, we strongly encourage you to apply.

UCSD Layoff from Career Appointment: Apply by 1/31/25 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 2/11/25. Eligible Special Selection clients should contact their Disability Counselor for assistance.

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 seven academic divisions and schools, seven undergraduate colleges, the University Libraries and University Extension. The vice chancellor area also includes academic support units, as well as the units under the purview of the Vice Chancellors-Research, Student Affairs and Equity, Diversity & Inclusion. Academic Affairs annually manages expenditures in excess of $750M, 2.7M ASF of space and employs over 13,500 academic, staff and research employees. The Office of the EVC is responsible for policy and procedure communication and implementation, resource administration, training and guidance, and program development for administrators, faculty, and staff within the EVC areas.

The Executive Assistant provides high level executive and programmatic support to the Dean of Undergraduate Education (DUE), the Assistant Dean of Undergraduate Education, the Associate Dean of Undergraduate Education, and the Project Policy Analyst. Manages the calendars of the Dean, Assistant Dean, Associate Dean, and Project Policy Analyst. Reads, writes and edits a high volume of office correspondence. Provides high-level administrative support to committees, handles complex meeting logistics, and follows up on action items. Prepares campus-wide announcements. Assists the Project Policy Analyst in coordinating campus-wide programs for Academic Affairs, including supporting the faculty committee for the Diversity, Equity, and Inclusion (DEI) graduation requirement. Provides administrative support for Academic Affairs initiatives such as Summer Graduate Teaching Scholars (SGTS) and Course Development and Instructional Improvement Program (CDIIP). Determines travel logistics for the Dean, Assistant Dean, Associate Dean, and Project Policy Analyst. Processes travel and entertainment expenses. Assists with special projects of a highly confidential and sensitive nature.

  • Please submit a cover letter along with a resume for a complete application.
QUALIFICATIONS
  • Demonstrated experience in maintaining extremely complex executive calendars.

  • Demonstrated extensive meeting coordination skills.

  • Demonstrated experience and proven ability to function at an executive administrative level and represent the University's best interests at all times.

  • Bachelor's degree or equivalent experience.

  • Strong skills to communicate effectively with all levels of staff, faculty, alumni / donors, students and external constituencies, both verbally and in writing. Excellent composition and writing skills, including knowledge of correct English grammar, spelling, punctuation, proofreading, and usage, in order to write clear, concise and logical correspondence, reports, summaries, minutes, notes, instructions and procedures. Excellent communication skills to convey issues clearly and through appropriate consultation with a wide variety of constituents.

  • Thorough knowledge of common organization-specific and other computer application programs. Demonstrated experience with a wide variety of computer software, including electronic mail, calendaring, word processing, mail merge, presentation, spreadsheet and database applications. Must have ability and willingness to adapt to evolving processes and technologies to meet the direction of the unit, division, Vice Chancellor area, and campus.

  • Ability to multi-task with demanding timeframes. Excellent organizational skills, and ability to handle multiple projects simultaneously on short deadlines, including coordinating the efforts of multiple contributors.

  • Ability to use high-level discretion and maintain a high level of confidentiality. Demonstrated skill and experience in using discretion, exercising good judgment and tact, and maintaining strict confidentiality. Demonstrated experience working with detail to prepare/review large volumes of documents rapidly and accurately.

  • Demonstrated skill to work both independently and as part of a collaborative team to organize and establish job priorities to meet deadlines and constantly changing priorities.

  • Knowledge of university purchasing, entertainment, travel, and reimbursement principles. Skills and knowledge to work in a computing environment to support approvals/purchases/reimbursements, and ability and willingness to acquire knowledge, skill, abilities, and proficiencies.

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.

Pay Transparency Act

Annual Full Pay Range: $63,800 - $111,600 (will be prorated if the appointment percentage is less than 100%)

Hourly Equivalent: $30.56 - $53.45

Factors in determining the appropriate compensation for a role include experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. The Hiring Pay Scale referenced in the job posting is the budgeted salary or hourly range that the University reasonably expects to pay for this position. The Annual Full Pay Range may be broader than what the University anticipates to pay for this position, based on internal equity, budget, and collective bargaining agreements (when applicable).

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.

UC San Diego is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age or protected veteran status.

For the University of California's Affirmative Action Policy please visit: https://policy.ucop.edu/doc/4010393/PPSM-20
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.

Misconduct Disclosure Requirement: As a condition of employment, the final candidate who accepts a conditional offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; received notice of any allegations or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer.

a. "Misconduct" means any violation of the policies or laws governing conduct at the applicant's previous place of employment, including, but not limited to, violations of policies or laws prohibiting sexual harassment, sexual assault, or other forms of harassment, discrimination, dishonesty, or unethical conduct, as defined by the employer. For reference, below are UC's policies addressing some forms of misconduct:

  • UC Sexual Violence and Sexual Harassment Policy
  • UC Anti-Discrimination Policy
  • Abusive Conduct in the Workplace
Application Instructions

Please click on the link below to apply for this position. A new window will open and direct you to apply at our corporate careers page. We look forward to hearing from you!

Apply Online
Payroll Title:
EXEC AST 3
Department:
VC-ACADEMIC AFFAIRS
Hiring Pay Scale
$68,000 - $76,000/year
Worksite:
Hybrid
Appointment Type:
Career
Appointment Percent:
100%
Union:
Uncovered
Total Openings:
1
Work Schedule:
8 hrs/day
Click Here to
Apply Online
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Executive Assistant - 134209
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Posted: 1/28/2025

Job Reference #: 134209

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