#123592 Exec. Assistant & Special Project Admin.

DESCRIPTION

MISSION OF UNIVERSITY CENTERS

As a student-centered organization, University Centers supports the UCSD community with quality facilities, services, and programs that foster and enrich the campus experience and student learning.

University Centers Executive Assistant provides full range of administrative functions in support of the Executive Director, the University Centers Advisory Board (UCAB), and overall University Centers Department. Executive support includes complex scheduling, committee coordination, presentation, and report development, and drafting communications. In addition to executive support, incumbent is responsible for travel coordination, building key control (student organization allocation), and tracking and processing financial submissions.

Acts as primary contact for customers of the University Centers and maintains effective working relationships with campus departments.

The ideal candidate(s) will enjoy

~Being a self-starter with autonomy to prioritize work, make decisions, and serve as primary administrative contact for department.

~Opportunities to identify, analyze, and resolves problems independently.

~Leading special projects that include developing presentations and reports using various computer platforms.

~Planning and organizing committees, travel, events, and meetings.

~Hybrid schedule: onsite 4 days per week, remote 1 day.

Experience working in a fast-paced, quickly changing environment and the ability to respond to the demands of such an environment in a composed, flexible, and professional manner is required. Must possess computing, writing, and analytical skills to be able to perform a variety of special projects as needed by the Executive Director. All responsibilities require the highest level of political acumen, customer service, and confidentiality.

The University Centers is heavily used by students, faculty, staff, tenants, and campus visitors, and is a complex operation that functions in a fast-paced environment. Successful operation of the University Centers requires a significant level of interaction among its 12 units and many campus departments such as Campus Police; Real Estate Development; Environment, Health and Safety; and Facilities, Design, and Construction. The Executive Assistant plays a pivotal role supporting the Director in coordinating collaborations and maintaining relationships.

QUALIFICATIONS

• Experience maintaining computerized calendar, scheduling meetings, making travel arrangements, and providing executive-level administrative assistance.

• Ability to conduct research and analyze various documents with objective of obtaining data, as well as historical information to compile reports or on-going projects.

• Ability to analyze and compile data, electronically generate and manipulate graphics; including charts, graphs, and images for graphical presentations.

• Ability to develop and maintain records management systems, electronic and hard copy.

• Superior interpersonal skills including courtesy, professionalism and cooperative attitude. Demonstrated experience in communicating effectively in person, on the telephone, and in writing to a diverse population. Must be able to establish and maintain good working relationships with people and organizations, both within and without the university community.

• Must possess advanced proficiency in use of computer applications such as: Word, Excel, Entourage (email), Outlook (calendaring), SharePoint, Internet & databases.

• Must be able to show judgment in an office that is frequently confronted with emergencies, many interruptions, and changing needs, and then use that judgment in determining the essence of potential problems so as to develop information quickly which can be used by the director and/or associate director.

• Experience in maintaining building key inventory and control systems.

• Demonstrated high level of professionalism in providing administrative assistance for a department that includes many units and works with a number of campus departments in a fast-pace environment. Includes the ability to identify, analyze and resolve problems independently, including the skills and abilities to determine the units and departments that must be involved and to coordinate their efforts.

• Must be able to maintain confidentiality of information and materials.

• Must possess thorough knowledge of correct English, grammar, spelling and punctuation to be able to represent the director and/or associate director and the university to a variety of constituencies.

• Ability to hire, train and supervise student employees

SPECIAL CONDITIONS

• Must be able to occasionally work overtime.

• Background check required.

Job offer is contingent on successful engagement in the UC COVID-19 Vaccination program (fully vaccinated with documented proof or approved exception/deferral).

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/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.