Executive Assistant 3 Job at UC San Diego in San Diego

#133066 Executive Assistant 3 Filing Deadline: Mon 11/18/2024 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 11/07/2024 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor. Special Selection Applicants : Apply by 11/18/2024. Eligible Special Selection clients should contact their Disability Counselor for assistance. DESCRIPTION Reporting to the Assistant Vice Chancellor for Student Life (AVC-SL), the executive assistant will provide analysis, project support and executive administrative support for Office of Student Life. The executive assistant will provide primary executive support to the AVC for Student Life (AVC-SL), managing the daily and long-range schedule, correspondence, communications and workload of the AVC-SL. Executive support may include managing calendars, scheduling travel, working on special projects of a highly confidential and sensitive nature, and compiling meeting documents and back up with attention to detail. Incumbent will manage coordination of campus-wide and other related meetings and events; independently author outreach materials; initiate and complete high-level meeting planning for campus-wide committees. Develops and administers systems for managing information, projects and communications throughout unit; functions with a high degree of autonomy. Assist the AVC-SL with day-to-day operation of the Student Life Office which includes all individual Student Life Units. The position also serves as a key resource to the AVC-SL to provide analysis when necessary, correspondence and telephone calls, and drafting correspondence as requested. The Assistant also maintains sensitive and confidential information in electronic and paper form, and also extracts, analyzes, interprets, and displays the data as required. Demonstrates good judgment in selecting methods and techniques for obtaining solutions. QUALIFICATIONS Advanced skill using computer software, hardware, and database systems: MS Office suite, Word, Excel, Access, PowerPoint, Adobe Acrobat/Reader, Outlook email and calendar, Zoom etc. Demonstrated experience managing and analyzing complex calendar and travel arrangements, planning meetings both on and off site. Ability to investigate, analyze and compile financial and budgetary data and to develop, evaluate and implement sound budget recommendations. 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. Solid analytical / problem-solving skills. Ability to resolve conflicts with creativity and authority while maintaining a professional relationship. Superior interpersonal skills including courtesy, professionalism and cooperative attitude. Strong writing and editing skills to compose, proofread, and to review copy for correct grammar and format, completeness, etc. for self or others, for AVC’s signature. Solid skills in problem identification. 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. Knowledge of federal regulations such as FERPA. Strong service orientation. SPECIAL CONDITIONS Overtime may be required. Job offer is contingent upon satisfactory clearance based on Background Check results. Mandated Reporter: This position has been identified as a Mandated Reporter pursuant to the California Child Abuse and Neglect Reporting Act and requires immediate reporting of physical abuse, sexual abuse, emotional abuse, or neglect of anyone under the age of 18. It is the responsibility of the Mandated Reporter to ensure that they obtain proper training in order to fulfill their reporting responsibilities as required by the California Child Abuse and Neglect Reporting Act and University policy, and to complete and submit the required reports to the UC San Diego Police Department without delay. 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). 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 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 UC San Diego is a smoke and tobacco free environment. Please visit smokefree.ucsd.edu for more information. #J-18808-Ljbffr