Executive Assistant to the Dean
University of California San Diego
United States

DESCRIPTION

The incumbent provides high-level executive administrative and programmatic support to the Dean of the Jacobs School of Engineering requiring confidentiality, discretion, tact, diplomacy, sound judgment, analytical and decision-making skills.


The Executive Assistant serves with a high degree of professionalism and diplomacy as a key representative of the Dean within UCSD, as well as with donors, visitors, community leaders and national and international corporate and government partners. These events support the Division's strategic goals and objectives, increase opportunities for interaction between the campus and the community, and reflect the high standards of the University.


Manages complex calendar, schedules special meetings requiring executive level detail, makes complex domestic and international travel arrangements, and ensures the efficient and effective functioning of the day-to-day activities of the Dean. Conducts and/or oversees complex administrative analysis requiring knowledge of University administrative organization, policies, procedures, and practices. Maintains a current knowledge of all duties and activities of the Dean's Office Support Staff in order to provide executive-level administrative support.


Receives assignments directly from the Dean that may be highly political, confidential, and sensitive nature that require organizational analyses, background research, exceptional writing skills and logistical orchestration. As a key representative of the Dean and Dean's Office, this position has high visibility and exposure with interactions with university, community, corporate and government leaders. Errors are magnified with adverse repercussions that reflect upon the Dean and School.

~ Periodically, must be flexible and able to work alternate work schedule (7-3:30, 8-4:30,9-5:30).


QUALIFICATIONS

  • Extensive experience providing executive-level administrative support including handling complicated executive calendars and scheduling meetings, exercising outstanding professionalism, sound judgment and political acumen.

  • Demonstrated experience preparing travel arrangements or coordinating special events. Familiarity with the organization's processes, protocols and procedures.

  • Proven knowledge and experience in academic and business administration. Ability to determine workload priorities and to provide direction for overall office effort, to ensure accomplishment of objectives in a timely manner.

  • Demonstrated knowledge of federal regulations such as FERPA.

  • Strong experience to enter, edit, retrieve information, recognize errors, and initiate corrections while using standard software applications, such as Microsoft Office and Google Apps. Knowledge of common organization-specific and other computer application programs.

  • Solid skills in problem identification. Ability to anticipate potential problems, offer advice and propose solutions. Ability to research topics, conduct analyses, and summarize findings. Ability to evaluate and anticipate problems and recommend solutions.

  • Excellent service orientation. Advising and counseling skills.

  • Strong communication skills to effectively with all levels of staff, faculty, alumni/donors, students and external constituencies, verbally and written. Possess skills of tact, poise, diplomacy, confidentiality and hospitality with diverse population of staff, faculty, students, and the community in a high pressure and demanding environment.

  • Ability to work independently, determine appropriate priorities, and complete assignments accurately, efficiently, and with a high level of attention to details, in an environment of heavy pressures and changing priorities. Ability to multi-task with demanding timeframes.

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


SPECIAL CONDITIONS

  • A background check is required.

  • Must have access to reliable transportation.

  • Overtime may be required. Periodically, must be able to work alternate work schedule (7-3:30, 8-4:30, 9-5:30).


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