UCSD Layoff from Career Appointment: Apply by 05/21/22 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.
Special Selection Applicants: Apply by 06/01/22. Eligible Special Selection clients should contact their Disability Counselor for assistance.
Job posting will remain open until a suitable candidate has been identified.
As a member of the Jacobs School of Engineering, Dean's Office support staff and under the general supervision of the Special Projects and Administrative Manager, the incumbent provides executive-level administrative support to the Associate Dean of EDI (Equity, Diversity, and Inclusion) and serves as primary front office administrative assistant for the Dean's Office. Responsible for managing complex calendars, scheduling and coordinating logistics of meetings, including catering orders, travel arrangements, reconciliations and reimbursements. provide administrative support for Dean's Office programs, Centers, Institutes, and other initiatives as assigned, which may include directed analysis, research, writing and report, and presentation preparation. Serve as back-up to the Dean's Executive Assistant, as well as other Dean's support staff.
Function as initial contact between Dean's Office visitors and staff; provide thorough and informative data to callers on multi-line phone system regarding Jacobs School of Engineering and UC San Diego campus in general. Take the initiative to solve issues and problems that arise. Provide general office and administrative support using standard software applications, including Google Suite (e.g. g-mail and online calendaring), Word, Excel, and PowerPoint. Frequently coordinate meetings for the Dean's Office which may involve multiple departments and campus divisions including catering, parking, and facilities maintenance.
Serves as a key resource in the Jacobs School Dean's Office and interacts with faculty, staff, students, donors, and various campus community liaisons. Must exercise independent judgment and maintain the confidentiality of sensitive information. Exercise tact, sensitivity, flexibility, and discretion. Ensure the efficient and effective functioning of the day-to-day activities of the reception desk, while organizing long and short-term administrative needs.
The position requires the ability to quickly pivot with various tasks, superior organizational, interpersonal, and oral/written communication skills, and collaboration as a team player in a fast-paced office environment. The incumbent should have a high degree of integrity, dependability, sound judgment, diplomacy, resourcefulness, and a strong work ethic.
Cover letter required for a complete application.
Proven extensive administrative experience in an office environment providing administrative support for faculty or senior administration.
Experience managing complex calendar and scheduling for executive level staff on multi-calendar platform. Experience coordinating travel arrangements and experience planning complex meetings both on and off site.
Strong verbal and written communications skills with the ability to compose independent correspondence, and proofread letters, memos, and reports using current correct rules of punctuation, grammar, and style.
Experience preparing travel arrangements and processing reimbursements.
Prior reception experience demonstrating ability to handle multi-line phone system and frequent customer interactions.
Ability to assess the most efficient means of retrieving information and the skill to develop innovative approaches, techniques, and procedures to provide more efficient and responsive services.
Skill in coordinating complex administrative activities by determining the time, place, and sequence of actions to be taken. Excellent record keeping and ability to monitor progress the completion of assignments requiring multiple steps.
Skill in listening, anticipating, and responding to the needs of customers to achieve excellent customer service measured by outcomes rather than activities.
Proficient experience using standard office software such as Microsoft Office (Word, Excel, PowerPoint, Access) Google applications, and e-mail programs to draft correspondence, reports, presentations, etc.
Working knowledge of accounting and mathematical skills needed to perform calculations using percentages and decimals, and ability to recognize errors and/or discrepancies and take administrative action to correct.
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.