#127783 Executive Assistant

• This position is open until filled. First Review Date 2/12/24.

DESCRIPTION

The Teaching + Learning Commons (the Commons) is the campus-wide innovative infrastructure for comprehensive faculty and student support. It is the executive branch of the EVC for advancing teaching excellence and student success.

The mission of the Teaching + Learning Commons is to advance student success through teaching excellence and comprehensive academic student support; to be an incubator for student academic success innovations; to increase access to education on campus and beyond; and to advance equity and inclusion within the organization and through its programs and services. The Commons’ work encompasses four areas: instructor support to advance teaching excellence; undergraduate and graduate student support to advance student success at UC San Diego and beyond; intellectual and professional development of graduate and undergraduate students, including Commons’ student employees; and equity and inclusion for all UC San Diego students, staff, and educators.

The Commons is committed to recruiting, advancing, and supporting a diverse team who will contribute to our mission by working effectively with individuals of diverse backgrounds, will actively promote equity and inclusion within the organization and through our programs and services, and is dedicated to continuous learning.

The Executive Assistant (EA) provides high-level administrative and programmatic support for the Teaching + Learning Commons (The Commons). This includes primary executive administrative support of a complex nature for the Faculty Director; independently manages the Faculty Director’s daily and long-range workload and schedule, communicates diplomatically with diverse campus and community stakeholders on behalf of the Faculty Director and The Commons unit. Executive support may include independently managing complex 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 EA supports the Faculty Director and the priorities of The Commons. The position reports to the Faculty Director, as well as to the Assistant Director for day-to-day supervision. The EA provides back-up support for the Assistant Director and hub directors, as needed.

The EA provides high-level administrative support on a broad range of complex, sensitive, and confidential issues related to the Faculty Director’s responsibilities, including consultations with faculty on pedagogical and reappointment matters, and responsibilities as a research Principle Investigator. Provides central oversight of all grant applications and reports for all Commons’ staff. In conjunction with the business office, monitor Commons’ fiscal tracking, expense projection, and reporting. Interprets, implements, and disseminates policies, procedures, and regulations. Researches, compiles data, and prepares reports for the Faculty Director. Maintains records management system for The Commons’ office files and the Faculty Director’s working files. Oversees all operations and facilities matters, including recruiting, hiring, training, and supervising 14-20 part-time student assistants to run the front desk and tutor areas. Serves as unit safety coordinator. Assists with special projects as needed.

• Occasional evenings and weekends may be required. Overtime may be required.

• Submission of a cover letter along with a resume is required for a complete application.

QUALIFICATIONS

• Strong demonstrated executive-level administrative experience in managing complex calendars and travel arrangements, planning meetings on and off-site, coordinating administrative activities, and accommodating multiple clientele needs.

• Experience supervising student employees, including recruiting, hiring, training, mentoring/coaching, supervising, and evaluating.

• Thorough knowledge of common organization-specific and other computer application programs. Demonstrated strong computer proficiency with MS Office Suite (Word, Access, Excel, PowerPoint), Adobe Acrobat, calendaring, and web-based applications.

• A commitment to equity and to ensuring the success of underserved individuals and groups.

• Solid analytical / problem-solving skills. Demonstrated problem-solving skills with proven ability to research and analyze situations, identify existing or potential impacts, develop and recommend innovative solutions, determine and implement procedures to accomplish effective resolution, and evaluate results or progress.

• 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. Extremely strong ability to effectively interact and work with a diverse cross-section of individuals from inside and outside of the University and all levels of the organization, including the ability to accurately interpret and implement protocol, policies, and procedures.

• Strong service orientation. *Proven ability to work independently and effectively with minimal supervision; make decisions; accurately anticipate executive needs; take initiative; learn quickly; demonstrate flexibility; and maintain professional composure while working under pressure of frequent interruptions and changing priorities.

• Strong skills to communicate effectively with all levels of staff, faculty, alumni / donors, students and external constituencies, both verbally and in writing. 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, campus and system-wide administrators, faculty, staff and students.

• Ability to multi-task with demanding timeframes. Strong demonstrated 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.

• Extremely strong teamwork, collaboration, and cooperation skills with demonstrated ability to successfully resolve conflicts in a professional manner.

SPECIAL CONDITIONS

• Job offer is contingent upon satisfactory clearance based on Background Check results.

• Duties may require direct contact and/or supervision of children (defined as individuals under the age of 18); completion of the Child Abuse and Neglect Reporting Act (CANRA) form will be required.

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.

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.