#123591 GPS Executive Assistant to the Dean

DESCRIPTION

The University of California’s only school of international affairs, the School of Global Policy & Strategy (GPS) provides a unique resource for training leaders, creating ideas, and building networks for the governance of globalization and its local impacts. GPS is internationally renowned for its innovative programs, superb faculty and outstanding students and now stands among the world's top graduate schools of international relations and is the established leader in its focus on Asia and the Americas. GPS instructs a diverse student body consisting of 60% domestic and 40% international students in MPP, MCEPA, MIA, BA-MIA, MAS, joint PhD with Department of Political Science and executive education programs. GPS also administers the International Studies Program, a fast-growing interdisciplinary program with over 1700 declared undergraduate majors, that offers a rigorous curriculum for undergraduate students interested in international affairs. Offering nine B.A. degree options, three combined BA/MIA programs, and a minor program, the International Studies Program explores the interaction between the international and national, global and local, contemporary and historical ideas shaping globalization. GPS is also the parent organization to major research centers: Center for Commerce and Diplomacy (CCD), Center on Global Transformation (CGT), Center for U.S.-Mexican Studies, 21st Century China Center, Fudan-UC Center on China, Institute on Global Conflict and Cooperation (IGCC), Policy Design and Evaluation Lab (PDEL), and Japan Forum for Innovation and Technology (JFIT).

The Executive Assistant reports to the Dean of the School of Global Policy and Strategy. This role provides executive level administrative support to the Dean on a wide range of projects and assignments, which are complex and confidential in nature. Independently manages the complexity of the Dean's calendar, schedules individual, group, and standing meetings, and provides coordinated and collaborative support to the Dean's Leadership team.

Serves as conduit for highly sensitive/timely information, messages, actions, and direction between Dean and other key administrators and others, as appropriate. Researches and provides background information, resolves issues independently when feasible. Assists with or independently undertakes unique, sensitive and/or confidential projects as assigned by the Dean. These short- and long- term projects may involve a variety of diverse topics and could be highly strategic, sensitive and confidential in nature, including but not limited to data analysis, review, writing, research and documentation. Provide independent and comprehensive confidential administrative support for a broad range of critical and confidential projects.

QUALIFICATIONS

• Extensive experience in assisting high-level leadership with complex and confidential calendaring, public relations, development, and community relations in a fast paced environment.

• Proven experience with successful event planning and organization of special events, including familiarity with general accepted practices of the industry. Proven skills to handle logistics from a wide variety of special events including lectures, seminars, and workshops.

• Advanced skill using computer software, hardware, and database systems: MS Office suite, Word, Excel, Access, PowerPoint Outlook email and calendar, etc.

• Demonstrated excellence in written communications to include correct grammar usage, syntax, editing, proofreading, and format. Strong writing and editing skills to compose, proofread, and to review copy for correct grammar and format, completeness, etc. for self or others, for a wide range of documents, needs, or for Dean’s signature.

• Demonstrated experience and proven ability to function with a very high degree of accuracy at an executive administrative assistant level and represent the University’s best interest at all times.

• Solid analytical / problem-solving skills. Demonstrated analytical skills, including gathering, organizing, and reporting various types of data from disparate sources.

• Excellent interpersonal skills with the ability to interact in a positive manner with diverse clientele, including prominent social and business figures, international visitors and dignitaries, elected officials, campus and system wide administrators, faculty, staff and students using a high degree of tact, diplomacy, flexibility and discretion.

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

• Demonstrated strong work ethic to be responsible, accountable, and independently able to provide follow-up, complete tasks, anticipate needs and meet deadlines in a professional manner with accuracy, on time, and without reminders from others.

• Knowledge of federal regulations such as FERPA.

• Thorough knowledge of common organization-specific and other computer application programs.

• 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.

• Demonstrated ability to analyze and evaluate data relating to event development and production. Skill in analyzing information, problems, solutions, and procedures to define the problem or objective, identify relevant concerns or factors and formulate logical and objective solutions

• Strong skills to communicate effectively with all levels of staff, faculty, alumni / donors, students and external constituencies, both verbally and in writing.

• Ability to multi-task with demanding timeframes.

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

• Advising and counseling skills.

• Solid skills in problem identification.

• Bachelor’s degree in International Relations or an equivalent combination of education and experience.

SPECIAL CONDITIONS

• 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).

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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

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