The effects of the COVID-19 pandemic have impacted UC San Diego Campus hiring. UCSD Campus will continue to recruit for essential positions and we ask for your understanding and patience with our application process during this unprecedented time. For more information regarding steps we are taking to keep applicants and staff safe during this time, please click here.
UCSD Layoff from Career Appointment: Apply by 01/13/21 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.
Special Selection Applicants: Apply by 01/22/21. Eligible Special Selection clients should contact their Disability Counselor for assistance.
UC San Diego current employees who apply by 1/15/2021 will have priority consideration for this position. Recruiters will refer qualified internal candidates after the first 7 days of the job posting. All qualified external applicants and additional internal applicants who apply after the priority date may have further consideration pending the results of the initial review.
Job posting will remain open until position is filled.
The incumbent provides high-level executive administrative and programmatic support to the Dean of the Jacobs School of Engineering requiring confidentiality, discretion, tact, diplomacy, sound judgment, analytical and decision-making skills.
The Executive Assistant serves with a high degree of professionalism and diplomacy as a key representative of the Dean within UCSD, as well as with donors, visitors, community leaders and national and international corporate and government partners. These events support the Division's strategic goals and objectives, increase opportunities for interaction between the campus and the community, and reflect the high standards of the University.
Manages complex calendar, schedules special meetings requiring executive level detail, makes complex domestic and international travel arrangements, and ensures the efficient and effective functioning of the day-to-day activities of the Dean. Conducts and/or oversees complex administrative analysis requiring knowledge of University administrative organization, policies, procedures, and practices. Maintains a current knowledge of all duties and activities of the Dean's Office Support Staff in order to provide executive-level administrative support.
Receives assignments directly from the Dean that may be highly political, confidential, and sensitive nature that require organizational analyses, background research, exceptional writing skills and logistical orchestration. As a key representative of the Dean and Dean's Office, this position has high visibility and exposure with interactions with university, community, corporate and government leaders. Errors are magnified with adverse repercussions that reflect upon the Dean and School.
~ This position typically is located on campus. However, to maintain lower densities of individuals on campus during the pandemic, this position is temporarily remote.
~ Must be able to work an alternate work schedule (7-3:30, 8-4:30, 9-5:30).
Extensive experience providing executive-level administrative support that include handling complicated executive calendars and scheduling meetings, exercising outstanding professionalism, sound judgment and political acumen. Ability to make decisions independently and to anticipate needs of management.
Ability to organize and coordinate executive level calendar. Ability to adapt to a wide range of leadership styles.
Experience preparing travel arrangements or coordinating special events.
Familiarity with the organization's processes, protocols and procedures. Demonstrated knowledge and experience in academic and business administration. Ability to determine workload priorities and to provide direction for overall office effort, to ensure accomplishment of objectives in a timely manner.
Knowledge of federal regulations such as FERPA.
Thorough knowledge of common organization-specific and other computer application programs. Strong demonstrated experience to enter, edit, retrieve information, recognize errors, and initiate corrections while using standard software applications, such as Microsoft Office and Google Apps .
Solid analytical / problem-solving skills. Ability to evaluate and anticipate problems and recommend solutions.
Political acumen and sensitivities to the differing perspectives and political circumstances within all levels of the
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.