Executive Assistant to Dean of Student Affairs
Company: University of California - San Diego
Location: San Diego
Posted on: November 22, 2020
#106734 EXECUTIVE ASSISTANT TO DEAN OF STUDENT AFFAIRS
Filing Deadline: Mon 11/30/2020
UCSD Layoff from Career Appointment: Apply by 11/17/20 for
consideration with preference for rehire. All layoff applicants
should contact their Employment Advisor.
Special Selection Applicants: Apply by 11/26/20. Eligible Special
Selection clients should contact their Disability Counselor for
UC San Diego employees will have priority consideration for this
position. Recruiters will begin to refer qualified internal
applicants after the first 7 days of the job posting. Qualified
external applicants may be referred to the hiring department, if a
qualified pool of internal candidates is not identified and upon
the request of the hiring manager.
Seventh College is the newest of UC San Diego's undergraduate
colleges. The College s theme, A Changing Planet , encompasses a
broad range of pressing global issues such as the climate crisis,
mass migration, and rapid cultural and technological change. The
goal of Seventh College is to help students acquire the skills
needed to confront these challenges. Building upon their expertise
in their major field of study, students are encouraged to approach
large-scale, global problems from an interdisciplinary perspective
and are given numerous opportunities to gain critical academic and
real-world skills through project-based learning and research. The
staff provide programs and services that support this academic
mission by enhancing the educational, personal, cultural, and
social development of students.
The Executive Assistant to the Dean of Student Affairs serves as
the Dean's primary designee for a number of confidential functions,
including student conduct, academic integrity, and low-level
financial matters. The Executive Assistant ensures the efficient
and effective day-to-day operations under the Dean of Student
Affairs' areas of responsibility, which include student conduct,
student advocacy, student leadership programs, student activities,
orientation, residence life, first year experience programs, and
assessment. General responsibilities include establishing office
procedures for the Dean of Student Affairs' Office, performing
clerical and administrative services, monitoring purchases,
managing reimbursement paperwork and supporting budget activities,
maintaining confidential records, conducting research, and
preparing confidential letters, reports, and memorandum. The
Executive Assistant serves as the primary liaison between the Dean
of Student Affairs' Office and Colleges Business Office (CBO), and
consults with the CBO on all financial matters, purchases,
reimbursements, and budget activities.
The Executive Assistant to the Dean serves as the first point of
contact for Seventh Student Affairs, and works with students,
faculty, staff, and parents to resolve questions, concerns, and
problems. The Executive Assistant is responsible for managing all
academic and non-academic conduct cases within Seventh's student
conduct system, while ensuring that the Dean's Office adheres to
federal and state laws, UC policy directives, the Student Conduct
Code, and the Policy on Integrity of Scholarship. Further, the
Executive Assistant must comply with a series of overlapping
timelines, create protocols for the proper handling of student
conduct cases, and receive and process cases using UCSD's student
Occasional evening and weekend hours to support college events and
programs such as Orientation, Welcome Week, Homecoming,
Commencement, Triton Day, Transfer Triton Day, etc.
* Please submit a cover letter for a complete application.
Demonstrated experience managing complex calendar and travel
arrangements, planning meetings both on- and off-site.
Outstanding level of professionalism in providing administrative
assistance, including ability to exercise independent judgment,
discretion, initiative, tact and diplomacy in handling highly
sensitive matters and maintaining strict confidentiality.
Ability to accurately interpret UCSD protocol, policies and
procedures, as well as state and local laws, and to communicate
clearly and logically to create necessary administrative
applications on behalf of the Dean of Student Affairs.
Proven ability to multi-task, prioritize workload, meet a variety
of intermediate and final deadlines that carry a high consequence
of error, while effectively managing frequent interruptions and/or
Superior interpersonal skills including courtesy, professionalism
and cooperative attitude. Demonstrated experience in communicating
effectively in person, on the telephone and in writing to a diverse
Strong computer skills, with experience in spreadsheets, charts, or
graphics to display data, and proficiency adapting programs to meet
sophistication required. Knowledge of computer-based applications
utilizing databases, word processing, spreadsheets, email, and web
development tools (i.e. Adobe Design Collection, Contribute
Macromedia and/or Photoshop).
Thorough mastery of English grammar, punctuation, and spelling.
Includes proofreading and proper formats for composing/editing
Strong analytical skills to recognize problems, make
recommendations and, in many cases, independently resolve and
implement solutions and evaluate results and progress.
Proven ability to conduct research and analyze various documents,
with the objective of obtaining data and historical information to
compile reports or on-going projects. Ability to assimilate a wide
range of information in order to provide up-to-date, accurate
information to others.
Demonstrated ability to perform the scheduling, organization,
coordination and for a wide variety of college and campus-wide
meetings and events.
Ability to investigate, analyze, and compile financial and
budgetary data and to develop, evaluate and implement sound budget
Willingness and ability to meet University and department standards
for attendance. Willingness to follow the UCSD Principles of
* A background check is required.
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
UC San Diego is a smoke and tobacco free environment. Please visit
smokefree.ucsd.edu for more information.
Keywords: University of California - San Diego, San Diego , Executive Assistant to Dean of Student Affairs, Other , San Diego, California
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