#132341 Executive Assistant 3

DESCRIPTION

DEPARTMENT OVERVIEWThe Division of Extended Studies (DES) at UC San Diego is fully self-supporting, operating year-round (12 months of active instruction) with a budget of $47 million annually in primarily fee income. The unit has over 200 career employees, including academic, management, staff and executive, as well as represented and non-represented positions. Many casual or contract employees and student workers also serve in the organization. In addition, DES employs more than 1,000 active by-agreement instructors.

DES operates in 200,000 square feet of managed space, including a large off-campus classroom facility. The unit maintains a robust online learning platform, operating 24/7 with webcasting and video-conferencing capability. DES also has a strong web presence with e-commerce operating 24/7. There are over 60,000 enrollment transactions annually; 35,000 outreach certification transactions and 25,000 service transactions. DES supports a robust network of representatives, agents, and students (both residential and online) around the globe. Along with all of this, DES operates two television stations, a variety of public lecture programs and is active in federal, state, local, and private research and technical assistance programs and activities.

As of Fall 2020, the University has assumed ownership of a major downtown center for which DES is taking full financial and programming responsibility. The 66,000-square-foot building will support a rich mix of campus-based and community programs reflecting the teaching, research and public service mission of UC San Diego: classroom instruction, continuing education, arts and cultural performances, civic events and collaborative community projects.

POSITION OVERVIEWUnder general supervision of the Dean of the Division of Extended Studies, the Executive Assistant provides full, hands-on, day-to-day administrative support for a senior manager, the Dean of Extension, and the diverse aspects of their work, with particular emphasis on a high level of accuracy and creativity in the integration of their schedule, travel, and event planning. Serves as a key point of contact for the Division as well as the Dean's Office. Duties involve hands-on administrative work and oversight of the Deans Office functions and work flow. Serves as liaison with University faculty, staff, students, collaborators, state/federal agencies, as well as key community figures and official offices. Assists in coordinating events lead by the Dean's office that could involve community partners or other educational institutions, as well as internal events. Supports conferencing and outreach efforts. Additionally, provides administrative support for the members of the Dean's Cabinet and other senior staff affiliated with the Dean's Office.

QUALIFICATIONS

• Proven experience in providing c-level administrative assistance and working as a self-starter, including the ability to make decisions independently and to anticipate the needs of senior management.

• Proven experience and expertise maintaining and updating an extremely "crowded", complex Outlook (or similar) Calendar, ensuring that all entries are accurate, up-to-the- hour, and fully realistic in travel times, or indicating the use of Video conferencing.

• Demonstrated strong experience in coordinating and scheduling very complex meetings, conferences and catered events using electronic calendar software. Complexities include making arrangements for large groups of people, high level industry and government officials with limited availability, and multiple meetings in a short period of time. Thorough knowledge of Videoconferencing software to ensure the smooth running of virtual meetings.

• 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. External constituencies include prominent governmental and community leaders, campus administrators, faculty, staff, and students.

• Professional presence and comportment commensurate with a senior level office guiding a major community facing $50 million self supporting organization.

• Ability to juggle multiple tasks in a timely manner

• Flexibility in adapting to unexpected requests/opportunities

• Ability to put in the time and effort needed to accomplish multiple tasks simultaneously.

• Strong working knowledge and experience with a wide range of computer software, including word processing, presentation software, spreadsheets, databases, Internet, electronic mail, electronic calendaring software, and the ability to change to new software programs with minimal disruptions. Strong, fast, accurate keyboard work.

• Ability to use independent judgment and initiative, to analyze complex situations and to develop multiple choices and recommendations.

• Demonstrated experience performing expense review and reimbursement. Knowledge of basic financial and accounting principles.

• Knowledge of federal regulations such as FERPA.

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

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

• Solid analytical / problem-solving skills.

• 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.

• Advising and counseling skills.

• Ability to multi-task with demanding timeframes.

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

• Solid skills in problem identification.

• Excellent time management and organizational skills, including the ability to prioritize and meet deadlines with constantly-changing priorities, without compromising work quality and productivity.

• Demonstrated ability to follow oral and written instructions with minimal supervision.

• Demonstrated ability in creating and maintaining accurate and effective office filing and project tracking systems.

SPECIAL CONDITIONS

• Background check is required for this position.

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