Exec Asst. to the Chair & Business Officer (Hybrid
University of California San Diego
Location: La Jolla, California
Internal Number: 121335
UCSD Layoff from Career Appointment: Apply by 02/03/23 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.
Special Selection Applicants: Apply by 02/15/23. Eligible Special Selection clients should contact their Disability Counselor for assistance.
Job posting will remain open until a suitable candidate has been identified.
The Executive Assistant to the Chair is responsible for the administration, organization, and management of the Chair's office which requires tact, diplomacy and discretion on a variety of complex and sensitive issues. This position monitors and handles the Chair's calendar and schedules appointments, attends committee and other meeting as requested by the Chair and compiles, prepares, and disburses meeting reports/minutes. This position will prepare travel plans and reconcile completed travel for the Chair. Prepares correspondence, presentations, and coordinates the Industrial Advisory Review Board meeting for the department.
Under general supervision from the Department Business Officer and the HR Generalist/Manager, provides administrative support to the Business Office and Human Resources unit. Assist with the coordination of student employment, volunteer appointments, and visiting graduate appointments. Responsible for assigned payroll actions in the Payroll & Personnel System (PPS). Process bi-weekly payroll and serve as backup for staff monthly payroll.
Collaborate with staff as part of a team to provide support to the department's mission.
Exercise independent judgment and maintain confidential information. Demonstrated ability to assess problems, conduct appropriate research and follow-up and make recommendations for action.
Accuracy and confidentiality are key components to both functions.
Ability to establish new processes/procedures for office operations, when necessary, along with skill to perform work according to established protocols.
Ability to maintain confidentiality and use discretion in handling sensitive matters. Exhibit tact, diplomacy, flexibility and courtesy in a professional manner.
Ability to interpret and apply UC and university policies and procedures, university organization and administrative structure. Knowledge of organization, college and departmental formal and informal policies and procedures and understanding of variances to stated policies.
Proven executive administrative skills including the ability to organize and prioritize tasks with strong use of initiative, sound judgment, independent thought, and precise attention to detail with a high level of professionalism.
Ability to resolve conflicts while encouraging and developing collaborative positive professional relationships.
Strong analytical skills to recognize problems, present alternatives, implement solutions and follow through to ensure effective change.
Experience with electronic filing systems. Ability to maintain and cross reference complex filings systems for rapid/easy retrieval by self or others.
Proficient PC-computer skills and well versed with a variety of software packages for word processing, spreadsheets and database management (Word, Excel, Access, PowerPoint, etc).
Excellent interpersonal skills, ability to work with a diverse group of people, communicate clearly and effectively on the telephone, e-mail and in person, demonstrating professionalism at all levels within and outside the University to promote positive relationships.
Ability to accept changing priorities regularly and to perform duties not normally assigned to this position as needed or directed. Ability to work independently and in a team environment with modest supervision and to ability to exercise good judgment.
Excellent oral communication skills to communicate ideals and issues clearly, concisely and accurately to make recommendations, discuss problems, research and explain policies/procedures.
Job offer is contingent upon satisfactory clearance based on Background Check results.
Overtime may be required.
Pay Transparency Act
Annual Full Pay Range: $40,700 - $78,258 (will be prorated if the appointment percentage is less than 100%)
Hourly Equivalent: $19.49 - $37.48
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
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.