Executive Assistant to the Dean's Office - 131555

Payroll Title:
EXEC AST 3 Department:
DEAN OF PHYSICAL SCIENCES Hiring Pay Scale
$65,000 - $76,000 / Year Worksite:
Campus Appointment Type:
Career Appointment Percent:
100% Union:
Uncovered Total Openings:
1 Work Schedule:
8 hrs/day, Mon - Fri, 8-4:30

#131555 Executive Assistant to the Dean's Office
Filing Deadline: Thu 8/22/2024
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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 8/13/24 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants : Apply by 8/22/24. Eligible Special Selection clients should contact their Disability Counselor for assistance.

DESCRIPTION

Founded by Nobel laureates and members of the National Academy of Sciences, our Departments of Astronomy and Astrophysics, Chemistry and Biochemistry, Mathematics, and Physics have all played a central role in UC San Diego's rapid rise to national and international prominence. Just as it was at its founding, the School of Physical Sciences is broad in scope and inherently interdisciplinary.

Researchers within the school delve into scientific and computational issues of critical relevance to all facets of society. We address climate change, fabricate nanoparticles to image tumors and deliver drugs, probe the fundamental nature of matter, trace the evolution of the universe, hunt for elusive sub-atomic particles, and design detection systems for toxins and explosives, to name only some of the faculty's achievements.

Because the physical sciences are fundamental to all disciplines, including engineering, medicine, and biology, we contribute to the education of most undergraduate students at UC San Diego. Our Environmental Systems program allows students to combine a strong scientific background with an understanding of social issues and policy, and we are helping to meet California's need for qualified science teachers through the California Teach Science and Math Initiative.

The Executive Assistant is primarily responsible for supporting the Dean, Assistant Dean, and Dean's office operations. The Executive Assistant performs a wide range of duties that require confidentiality, discretion, tact, diplomacy, sound judgment, and analytical and decision-making skills. Duties include, but are not limited to, comprehensive, high-level administrative support to the Dean, Associate Deans, and the Assistant Dean of the School of Physical Sciences as well as general onsite support of the Dean's Office. These roles require the Executive Assistant to demonstrate a high degree of professionalism in a rapidly changing, time-pressured environment, strong organizational skills, and the ability to be flexible as demands and priorities change.

The Executive Assistant must manage a high volume of confidential communications and information and must be able to organize, research, track, interpret, analyze, and present information in concise and appropriate formats. Responsible for compilation of meeting documents and backup with attention to detail. Responsible for managing complex calendars with frequent changes. The Executive Assistant serves as a key representative of the Deans within UC San Diego, as well as with donors, visitors, and corporate, community, and government partners. These events support the School's strategic goals and objectives, increase opportunities for interaction between the campus and the community, and reflect the high standards of the University.

This position also supports awards and events and interacts with Communication and Development units on collaborative initiatives. Based upon needs, this position may support various related functions and administrative support in other functional areas of the Dean's office.

Position is designate as Higher Education Employer-Employee Relations Act (HEERA) Confidential.

• Occasional overtime may be required. May be required to work evening and weekends.

QUALIFICATIONS

• Bachelor's degree in related area and / or equivalent experience / training.
• Demonstrated experience with complex calendaring, travel, and event planning.
• Demonstrated executive administrative experience including the ability to organize and prioritize tasks with strong use of initiative, sound judgment, independent thought, and precise attention to detail with a high level of professionalism.
• Familiarity with the organization's processes, protocols and procedures.
• Knowledge of federal regulations such as FERPA.
• Thorough knowledge of common organization-specific and other computer application programs. Intermediate to advanced skills in the use of standard software applications including Word, Excel, PowerPoint, e-mail programs, and Internet browsers.
• Solid analytical / problem-solving skills.
• 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.
• Strong skills to communicate effectively with all levels of staff, faculty, alumni / donors, students and external constituencies, both verbally and in writing. Strong writing, proofreading, and composition skills with the ability to draft, edit, and finalize various forms of communication using proper grammar and writing styles with accuracy and attention to detail.
• Advising and counseling skills. Demonstrated ability to resolve conflicts with creativity and authority while maintaining a professional relationship.
• Ability to multi-task with demanding timeframes. Ability to set priorities and adjust to frequent interruptions with demonstrated ability to initiate and track complex issues and projects to completion.
• Ability to use high-level discretion and maintain a high level of confidentiality.
• Solid skills in problem identification.
• Ability to work well as a team member and foster and maintain cooperative working relationships.
• Ability to develop, implement, and maintain computerized and paper recordkeeping and filing systems that allow for easy retrieval of information by self and others.
• Ability to establish new processes and procedures for office operations when necessary, along with the skill to perform work according to established protocols.
• Demonstrated superb interpersonal skills to successfully interact with a variety of people, including academicians, staff, high-level executives, civic leaders, and members of the community from diverse cultures and backgrounds.
• Ability to locate, extract, and identify important information and data; analyze, synthesize, and compile data and present it in a meaningful and effective way. Ability to use a wide variety of resources and formats to compile material and data.
• Ability to work with initiative and direction, including the aptitude to repeat tasks without reminders.
• 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.

PREFERRED:

• Knowledge of UC San Diego policies and procedures, particularly those that relate to financial management and forms, including the willingness to understand and enforce these policies when required.

SPECIAL CONDITIONS

• Job offer is contingent upon a satisfactory clearance based on FBI and DOJ background check results.

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).

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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

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