University of California, San Diego Looking for Executive Assistant – 123403 Full Time

UCSD Layoff from Career Appointment: Apply by 5/31/23 for consideration with preference for rehire. All layoff applicants should
contact their Employment Advisor.

Special Selection Applicants: Apply by 6/2/23. 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.

This position is classified as Confidential under HEERA.

• Please submit a
  cover letter 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: $48,900 – $102,300 (will be prorated if the appointment percentage is less than 100%)

Hourly Equivalent: $23.42 –
$48.99

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).