Executive Assistant - 135917

Biological Sciences is a large and complex school within Academic Affairs and is overseen by the Dean of Biological Sciences with the assistance of an Assistant and Associate Deans. The School's organization is comprised of four departments: Cell and Developmental Biology; Ecology, Behavior and Evolution; Molecular Biology; and Neurobiology. Each department is headed by a Department Chair who works to represent their department and as well as participates collaboratively as a member of the School's committees. There are 5 Sr Leaders in Finance, IT, Education, Operations, and Strategic Programs, who lead a variety of shared service units that provide services and support for faculty. The School has approximately 115 faculty FTE,~50 professional researchers, ~150 postdoctoral scholars, ~55 adjuncts, ~20 Unit 18s, ~150 staff in career/casual titles, and 425 student workers and volunteers. Approximately 5,500 undergraduate students enrolled in 8 majors, with annual enrollments of 32,000, a growing BSMS program with ~100 admits each Fall, and ~230 PhD students. The school has approximately $85M of total annual expenditures, $45M annual core budget, $32M in sponsored project funds per year, and ~$20M in available donor funds. The School occupies space in 10 buildings, totaling 302,000 square feet, including class laboratories and instructional space, research labs, and multiple recharge facilities. In addition, the school leads cutting edge collaborative agreements with industry that routinely advances career pathways for biological science students and graduates across the state, country and world.

Our mission is to advance knowledge of basic biological sciences and apply our research discoveries in ways that improve human health, protect our environment and enrich our economy. We fulfill our mission every day by educating and preparing the next generation of scientists, physicians, medical researchers and educators for 21st century careers, and by increasing public understanding of biology and encouraging scientific discovery among K12 teachers and school children

Under general supervision, the incumbent provides high-level complex administrative and programmatic support to the Dean's Office of the School of Biological Sciences. This includes primary executive support to the Dean and Assistant Dean, and back-up executive support to the Associate Deans. Executive support may include independently managing complex calendars, travel, correspondence and special projects and the compilation of meeting documents. The Executive Assistant coordinates large, complex meetings/events in support of the Dean's Office and School initiatives and oversees the daily operations of the Dean's office and programs supported within the Dean's Office.

The Executive Assistant performs a wide range of duties that require confidentiality, discretion, tact, diplomacy, sound judgment, analytical and decision-making skills. The incumbent will be responsible for calendar support, travel arrangements, planning and executing select School events, content management of listservs and databases, and special projects. The Executive Assistant acts as a liaison and gatekeeper to the Dean and Assistant Dean, as well as a representative of the Dean's Office within UC San Diego and with donors, visitors, and corporate, community and government partners. These roles require the incumbent to demonstrate a high degree of professionalism in a rapidly changing, time-pressured environment, strong organizational skills, and the ability to be flexible as demands and priorities change. Perform other duties as assigned.

• Demonstrated ability to manage a complex calendar with frequent changes in a fast paced environment, including completion of meeting documents and back-up with attention to detail.

• Demonstrated knowledge and experience in staging small to medium size events (preferably in a University setting).

• Ability to multi-task with demanding timeframes. Demonstrated experience in setting priorities, producing timely results, and meeting deadlines, in a varied demand work environment while maintaining an extremely high level of attention to detail and accuracy.

• Thorough knowledge of common organization-specific and other computer application programs. Strong experience in business application software including: MS Word, Outlook, Access, On-Time Calendar, Excel, PowerPoint, web-based programs, browsers, electronic mail, databases, and word processing with fast, accurate key entry skills.

• Sufficient knowledge of html and website design to edit and upload web page content, and to create web content with appropriate formatting for web media.

• Knowledge of Photoshop and Adobe Illustrator for image editing and design for presentations and web content.

• Strong writing, proofreading and composition skills with the ability to draft, edit and finalize various forms of communications using proper grammar and writing styles, with accuracy and attention to detail.

• General knowledge and understanding of higher education and familiarity with the scope of academic administration within a major university.

• Familiarity with the organization's processes, protocols and procedures. Experience with UCSD policies and practices preferred.

• Knowledge of federal regulations such as FERPA.

• Solid analytical / problem-solving skills. Proven ability to work independently and effectively with minimal supervision; make decisions; accurately anticipate executive needs; take initiative; learn quickly; demonstrate flexibility; and maintain professional composure while working under pressure of frequent interruptions and changing priorities.

• 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.

• Strong service orientation. Ability to work well as a team member, foster positive professional relationships and resolve conflict with co-workers.

• Strong skills to communicate effectively with all levels of staff, faculty, alumni / donors, students and external constituencies, both verbally and in writing. Possess skills of tact, poise, diplomacy, and hospitality with a diverse population of staff, faculty, industry, and the community in a high pressure and demanding environment.

• Advising and counseling skills.

• Ability to use high-level discretion and maintain a high level of confidentiality. Ability to act independently and exercise sound judgment, with the acumen and sensitivity to identify those decisions and activities which require confidentiality and/or higher level consultation and/or group collaboration. Ability to maintain poise in delicate situations and clarify and resolve ambiguous and/or conflicting needs.

• Solid skills in problem identification. Proven ability to research and analyze situations, identify existing or potential impacts, develop and recommend innovative solutions, determine and implement procedures to accomplish effective resolution, and evaluate results or progress.

• Superior ability to develop, implement and maintain computerized and paper records and filing systems that allow for easy retrieval of information by self and others.

• Willingness and demonstrated ability to embrace and consistently uphold the principles of community for a collaborative work environment.

• Job offer is contingent upon satisfactory clearance based on Background Check results.

If employed by the University of California, you will be required to comply with our Policy on Vaccination Programs, which may be amended or revised from time to time. Federal, state, or local public health directives may impose additional requirements.

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