Executive Assistant to Dean of Student Affairs - 128537

Eighth College is the newest in UC San Diego's Undergraduate College System. The College’s theme, "Engagement and Community",emphasizes collaboration between institutions of higher education and their larger communities (local, regional/state, national, global) for the mutually beneficial exchange of knowledge and resources in a context of partnership and reciprocity. Eighth’s philosophy of engagement and community is at the heart of some of the world’s most challenging issues, including structural racism, economic disparities, health and wellbeing, climate disruption, and many more. Eighth College makes integrity, ethical relations, reciprocity, and social justice core principles of its educational mission.

The purpose of community engagement is the partnership of college and university knowledge and resources with those of the public and private sectors to enrich scholarship, research, and creative activity; enhance curriculum, teaching and learning; prepare educated, engaged citizens; strengthen democratic values and civic responsibility; address critical societal issues; and contribute to the public good.

The Executive Assistant to the Dean of Student Affairs serves as the Dean's primary designee for a number of confidential functions, including student conduct, academic integrity, and low-level financial matters. The Executive Assistant ensures the efficient and effective day-to-day operations under the Dean of Student Affairs' areas of responsibility, which include student conduct, student advocacy, student leadership programs, student activities, orientation, residence life, first year experience programs, and assessment. General responsibilities include establishing office procedures for the Dean of Student Affairs' Office, performing clerical and administrative services, monitoring purchases, managing reimbursement paperwork and supporting budget activities, maintaining confidential records, conducting research, and preparing confidential letters, reports, and memorandum. The Executive Assistant serves as the primary liaison between the Dean of Student Affairs' Office and Colleges Business Office (CBO), and consults with the CBO on all financial matters, purchases, reimbursements, and budget activities.

The Executive Assistant to the Dean serves as the first point of contact for Eighth College Student Affairs, and works with students, faculty, staff, and parents to resolve questions, concerns, and problems. The Executive Assistant is responsible for managing all academic and non-academic conduct cases within Seventh's student conduct system, while ensuring that the Dean's Office adheres to federal and state laws, UC policy directives, the Student Conduct Code, and the Policy on Integrity of Scholarship. Further, the Executive Assistant must comply with a series of overlapping timelines, create protocols for the proper handling of student conduct cases, and receive and process cases using UCSD's student conduct database.

• Occasional evening and weekend hours to support college events and programs such as Orientation, Welcome Week, Homecoming, Commencement, Triton Day, etc.

QUALIFICATIONS

• Demonstrated experience managing complex calendar and travel arrangements, planning meetings both on- and off-site.

• Strong computer skills, with experience in spreadsheets, charts, or graphics to display data, and proficiency adapting programs to meet sophistication required. Knowledge of computer-based applications utilizing databases, word processing, spreadsheets, electronic mail, and web development tools (i.e. Adobe Design Collection, Contribute Macromedia and/or Photoshop).

• Thorough mastery of English grammar, punctuation, and spelling. Includes proofreading and proper formats for composing/editing documents.

• Demonstrated outstanding level of professionalism in providing administrative assistance, including ability to exercise independent judgment, discretion, initiative, tact and diplomacy in handling highly sensitive matters and maintaining strict confidentiality.

• Ability to accurately interpret UCSD protocol, policies and procedures, as well as state and local laws, and to communicate clearly and logically to create necessary administrative applications on behalf of the Dean of Student Affairs.

• Demonstrated ability to recognize problems, identify potential solutions, implement appropriate resolution, and evaluate results and progress.

• Proven ability to multi-task, prioritize workload, meet a variety of intermediate and final deadlines that carry a high consequence of error, while effectively managing frequent interruptions and/or changing priorities.

• Superior interpersonal skills including courtesy, professionalism and cooperative attitude. Demonstrated experience in communicating effectively in person, on the telephone and in writing to a diverse population.

• Analytical skills to recognize problems, make recommendations and, in many cases, independently resolve and implement solutions and evaluate results and progress.

• Proven ability to conduct research and analyze various documents, with the objective of obtaining data and historical information to compile reports or on-going projects. Demonstrated ability to assimilate a wide range of information in order to provide up-to-date, accurate information to others.

• Ability to develop and organize systems for the management of student information, confidential files, and general office functions.

• Ability to perform the scheduling, organization, coordination, and for a wide variety of college and campus-wide meetings and events.

• Willingness and ability to meet University and department standards for attendance.

• Willingness to follow the UCSD Principles of Community.

• Demonstrated ability to develop and maintain accurate and detailed records.

• Ability to investigate, analyze, and compile financial and budgetary data and to develop, evaluate, and implement sound budget recommendations.

SPECIAL CONDITIONS

• Background Check required.

Pay Transparency Act

Annual Full Pay Range: $40,700 - $81,850 (will be prorated if the appointment percentage is less than 100%)

Hourly Equivalent: $19.49 - $39.20

Factors in determining the appropriate compensation for a role include experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. The Hiring Pay Scale referenced in the job posting is the budgeted salary or hourly range that the University reasonably expects to pay for this position. The Annual Full Pay Range may be broader than what the University anticipates to pay for this position, based on internal equity, budget, and collective bargaining agreements (when applicable).