UCSD Layoff from Career Appointment: Apply by 02/21/16 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.
- This position is open until filled.
Under general supervision, the incumbent provides high level administrative and programmatic support to the Office of the Executive Vice Chancellor for Academic Affairs. This includes primary executive support to the Assistant Vice Chancellor-Academic Affairs (Asst VC-AA), managing the daily and long-range correspondence, communications, workloads, and schedule of the Asst VC-AA.
The incumbent also provides back up executive support to the Executive Vice Chancellor (EVC-AA), the Senior Associate Vice Chancellor-Academic Planning & Resources (SAVC-AP&R), and the Manager - Operations, Communications and Initiatives (M-OCI) as needed. Executive support may include managing calendars, travel, correspondence and special projects of a highly confidential and sensitive nature, and the compilation of meeting documents and back up with high attention to detail.
The incumbent manages special programs and assists with the coordination of special and highly confidential projects such as high level searches for VCs and Deans. Working closely with the Asst VC-AA and Manager-Operations, Communications and Initiatives (M-OCI) the incumbent provides support for EVC-AA's development and stewardship activities.
The incumbent provides general administrative support to the Office of the EVC-AA, including content management of list servs and databases; development/update of web and intranet content; and manages events hosted by the EVC-AA. Under the guidance of the M-OCI, the incumbent provides support for and manages aspects of EVC-AA's involvement in campus wide events such as Convocation, All Campus Commencement, Founders' Week, and Triton Days. The incumbent may also represent the EVC-AA Office on campus wide committees.
Work schedule will be Monday – Friday, 8:00am to 4:30pm (not flexible). Occasional overtime and weekend special events such as Triton Days & Commencement may be required.
Please submit a cover letter for a complete application.
Extensive experience in assisting high-level leadership with complex and confidential calendaring, travel arrangements, public relations, development, special projects and community relations in a fast paced environment.
Strong proven experience with providing a full range of high-level independent administrative support combined with proven skill to coordinate complex activities and use independent judgment to organize and prioritize office functions.
Excellent interpersonal, written and oral communication skills, including maturity, diplomacy, tact, confidentiality and flexibility.
Proven ability to interact and communicate effectively and professionally with diverse clientele, including prominent social and business figures, international visitors and dignitaries, elected officials, campus and systemwide administrators, faculty, staff and students.
Proven experience with successful event planning and coordination of special events. Proven skills to handle logistics of a wide variety of special events including meetings, lectures, seminars, and workshops.
Demonstrated strong computer including proficiency with MS Office Suite (Word, Access, Excel, PowerPoint), Adobe Acrobat,calendaring, and web-based applications.
Demonstrated analytical skills, including gathering, organizing, and reporting various types of data from disparate sources.
Demonstrated ability to work independently, and as a part of a collaborative team, to organize, and to establish job priorities to meet deadlines and constantly changing priorities.
Proven experience analyzing and identifying problems, independently resolving discrepancies with ability to recommend solutions, contributing effectively to support organizational objectives.