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UC San Diego
Executive Assistant to the AVC - Educational Innovation
Filing Deadline: Wed 3/18/2020
Salary Range: $60,000 - $70,000 /year
Academic Affairs is the largest of the vice chancellor areas at UC San Diego. Led by the Executive Vice Chancellor (EVC), it is comprised of seven academic divisions and schools, seven undergraduate colleges, the University Libraries and University Extension. The vice chancellor area also includes academic support units, as well as the units under the purview of the Vice Chancellors of Student Affairs and Equity, Diversity & Inclusion. Academic Affairs annually manages expenditures in excess of $750M, 3.7M ASF of space and employs over 13,500 academic, staff and research employees. The Office of the EVC is responsible for policy and procedure communication and implementation, resource administration, training and guidance, and program development for administrators, faculty, and staff within the EVC areas.
Provides high-level administrative and programmatic support to the Office of the Executive Vice Chancellor for Academic Affairs (EVC). This includes primary executive administrative support of a complex nature for the Associate Vice Chancellor-Educational Innovation (AVC-EI) and EI Support Team members; independently manages the AVC-EI s daily and long-range workload and schedule, and communicates diplomatically with diverse campus and community stakeholders on behalf of the AVC-EI. Provides back-up executive support for EVC Office leadership as needed. Executive support may include independently managing complex calendars, travel, correspondence and special projects of a highly confidential and sensitive nature, and the preparation of meeting materials with efficiency and high attention to detail.
While the position reports to the Deputy Chief of Staff for day-to-day supervision, it exists to support the Associate Vice Chancellor for Educational Innovation and EVC Office priorities. Coordinates ad-hoc and standing committees on behalf of the AVC-EI and EVC Office. Schedules meetings and works with relevant staff to ensure required meeting logistics including venue, AV needs, catering, etc.; prepares and disseminates meeting materials with accuracy, timeliness, and attention to detail; tracks action items and committee progress; develops and maintains shared project sites and tools for use by committee members. With assistance from the EVC Office Events Specialist, coordinates small to medium workshops, speaker series, town hall meetings, and other events in support of Educational Innovation.
This position is designated Confidential within the meaning of the Higher Education Employer- Employee Relations Act.
Occasional evenings and weekends 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.
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.
Ability to multi-task with demanding time frames. Strong experience with providing a full range of high-level independent administrative support combined with proven skill to coordinate complex activities and use independent judgement to organize and prioritize office functions.
Excellent interpersonal, written and oral communication skills, including maturity, diplomacy, tact, confidentiality and flexibility. Strong skills to communicate effectively with all levels of staff, faculty, alumni/donors, students and external constituencies, both verbally and in writing.
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 system wide 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.
Solid analytical/problem-solving skills. Strong analytical skills, including gathering, organizing, and reporting various types of data from disparate sources. Experience analyzing and identifying problems, independently resolving discrepancies with ability to recommend solutions, contributing effectively to support organizational objectives.
Thorough knowledge of common organization-specific and other computer application programs. Strong computer skills including proficiency with MS Office Suite (Word, Access, Excel, PowerPoint), Adobe Acrobat, calendaring, project management tools, and web-based applications.
Solid skills in problem identification. Skill in analyzing information, situations, practices, or procedures to define the problem or objective, identify relevant factors, formulate logical and objective conclusions, and recognize alternatives and their implications.
Ability to use high-level discretion and maintain a high level of confidentiality.
Knowledge of the principles of higher education and of an academic institution s organizational structure and function.
A background check is required
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
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:
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