University of California San Diego
Location
La Jolla, CA | United States
Job description
UCSD Layoff from Career Appointment : Apply by 02/20/2024 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.
Special Selection Applicants : Apply by 02/29/2024. Eligible Special Selection clients should contact their Disability Counselor for assistance.
A complete application will include a resume, cover letter and contact information for three (3) professional references.
The University of California San Diego is seeking qualified applicants for the Executive Assistant to the Athletic Director (AD)/ Office Coordinator position. UC San Diego, located in La Jolla, in the San Diego Metropolitan area, enrolls over 35,000 students, earned recognition as one of the world's premier research universities, and is ranked as one of the top-10 public universities in the nation. UC San Diego Athletics has a proud tradition of academic and athletic excellence, sponsors 23 varsity sports, and is a member of the Big West Conference, an NCAA Division I conference. Triton Athletics has consistently ranked as one of the most successful athletic programs through its evolution to Division 1.
The Executive Assistant/Office Coordinator ensures the efficient and effective day-to-day operations under the Athletics Directors (AD) areas of responsibility as well as the AD's direct report to both the Chancellor and the Vice Chancellor of Student Affairs. The Executive Assistant serves as the AD's primary designee for a number of duties that require confidentiality, discretion, tact, diplomacy, sound judgment, efficiency, analytical and decision-making skills.
The Executive Assistant requires use of independent judgment to determine best resources and most effective mechanisms to resolve administrative and operational problems. Maintain complex appointment calendar and arrange all travel for the Athletics Director. Responsible for making decisions related to planning and implementation of meetings, and some special events. The Executive Assistant must manage a high volume of communications and information relating to ad hoc meetings and committees. General responsibilities include establishing office procedures for the Athletics 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. This position will also supervise student office staff.
The Executive Assistant will follow the athletic philosophy consistent with that of the UC San Diego Athletic Department and NCAA, and a commitment to diversity in all of its forms. Triton Athletics promotes the pursuit of excellence, strength of character, teamwork, ethical conduct, and diversity, and is inextricably linked to the educational mission of the University.
Strong executive level administrative skills. Experience scheduling appointments, managing complex calendars, making travel arrangements. Proven experience in planning, preparing, and coordinating logistics for meetings.
Strong computer skills for word-processing, database processing, presentations, reports, graphs, basic charts and calendaring using a wide variety of software packages such as Microsoft Outlook, Microsoft Word, Excel, PowerPoint; Internet Explorer and Adobe Acrobat.
Experience operating and trouble shooting basic office and audio visual equipment, including projectors, printers, copiers, laptops and cell phones.
Working knowledge of basic accounting principles and business math to be able to complete travel reimbursements, payments and purchasing.
Demonstrated supervisory and/or strong leadership skills that can be applied to supervising students.
Demonstrated experience organizing and prioritizing workload to be delegated to student employees, and effectively monitoring and evaluating their performance.
Professional demeanor and knowledge of proper etiquette and confidentiality in order to interact effectively with prospective donors, alumni, students, parents, university administrators and athletic coaching staff.
Excellent interpersonal skills, including demonstrated ability to exercise good judgment, tact, diplomacy, flexibility, confidentiality and patience, and to successfully interact with a diverse student, staff, coach, alumni, academic and public population, on the telephone and in person.
Ability to express ideas concisely and clearly, in written form and verbally. Memorize, retain and dispense a wide variety of information.
Skill to prioritize and maintain a diverse workload with large volumes of paperwo
About University of California San Diego
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.
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