Executive Assistant to Dean of Student Affairs | University of California San Diego

UCSD Layoff from Career Appointment : Apply by 6 / 3 / 2024 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants : Apply by 6 / 11 / 2024. Eligible Special Selection clients should contact their Disability Counselor for assistance.

DESCRIPTION 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 Seventh 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, Transfer Triton Day, etc.

QUALIFICATIONS 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.

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. 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.

Demonstrated experience managing complex calendar and travel arrangements, planning meetings both on- and off-site. Ability to develop and organize systems for the management of student information, confidential files, and general office functions.

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