UCSD Layoff from Career Appointment: Apply by 03/14/18 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor. Eligible Disability Counseling and Consulting services (DCC) or Special Selection clients should contact their Vocational Rehabilitation Counselor for assistance.
UC San Diego career employees who have passed their trial period 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.
DEPARTMENT OVERVIEW: The Student Retention and Success Departments within Student Affairs play a leadership role in creating and providing programs and services that foster student success and persistence and programs that develop personal, academic, and professional skills and relationships needed for a successful transition into diverse and global communities.
This includes promotion and expansion of existing Student Affairs retention initiatives and the transformation of existing departments and programs under the oversight of the Assistant Vice Chancellor (AVC) into a cohesive, trans-disciplinary source of services to support student success and retention in response to the Chancellor's strategic plan to improve retention and graduation rates.
Student Retention and Success includes the departments of the International Center (IC), Academic Enrichment Programs (AEP), Office of Academic Support and Instructional Services (OASIS), Student Veterans Resource Center, Chancellor's Associate Scholars Program (CASP), Undocumented Student Support Services, Student Success Programs, Student Retention and Success Business Office, and the administration/AVCs office.
POSITION DESCRIPTION: The Executive Assistant and Program Support Coordinator provides high level executive and programmatic support to the Director of Academic Enrichment Programs (AEP). As Executive Assistant, manages calendars for the Director as well as shared program calendars, provides high-level administrative support on a broad range of complex, sensitive, and confidential issues related to the Director's administrative responsibilities which includes service on numerous UC committees, consultations with faculty on research and training programs, and responsibilities as an advocate for research participation and opportunities for UCSD undergraduates.
Coordinates complex scheduling, meeting, event, and travel arrangements. Responsible for the management of the Director's workload and schedule; responsible for tracking deadlines and action items; researches and prepares background material(s) for meetings. As Office Manager, assists the Director with day-to-day operations of the administrative functioning of the AEP office, including facilities, facility usage, programs, student staff supervision, and requests for information and referrals. Serve as liaison with the Business Office in processing travel and entertainment expenses.
As Program Support Coordinator provide administrative support to annual events and conferences which include Chancellor's Research Excellence Scholarships (Oct), Medical Education for Diverse Students (Jan), Conference in Research, Arts, Social Sciences & Humanities (Feb), Undergraduate Research Conference (Mar), Summer Research Conference (Aug). This includes managing event registrations, guest lists and RSVPs, creating nametags, research and reservation of event venues, catering, and post event evaluation data collection and reporting. Will administer financial transactions in support of events and operations which includes travel, entertainment, payment authorizations, purchasing, etc.
Proven executive-level administrative experience two to three (2 - 3) years in managing complex calendars, making travel arrangements; planning, preparing and coordinating meetings and related logistics.
Experience functioning at a high administrative level with ability to organize, prioritize, and coordinate a variety of assignments simultaneously in an environment of frequent interruptions and/or distractions.
Superior communication skills both verbal and written, to successfully interact with a variety of people, including staff, students, faculty, civic leaders and members of the community from diverse cultures and backgrounds.
Excellent service skills, helpful, friendly, and ser
UC San Diego is an academic powerhouse and economic engine, recognized as one of the top 8 public universities by U.S. News and World Report. Innovation is central to who we are and what we do. Here, students learn that knowledge isn't just acquired in the classroom - life is their laboratory. UC San Diego's rich academic portfolio includes six undergraduate colleges, five academic divisions and five graduate and professional schools. The university's award-winning scholars are experts at the forefront of their fields with an impressive track record for achieving scientific, medical and technological breakthroughs.