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Executive Assistant to Dean of Student Affairs

Company: University of California - San Diego
Location: San Diego
Posted on: November 22, 2020

Job Description:

#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 assistance.

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.

DESCRIPTION

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 conduct database.

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.

QUALIFICATIONS

*

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 changing priorities.
*

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 population.
*

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 documents.
*

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 recommendations.
*

Willingness and ability to meet University and department standards for attendance. Willingness to follow the UCSD Principles of Community.

SPECIAL CONDITIONS

* 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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