Executive Assistant, University Development Job at UC San Diego (San Diego)

Job Description

Reporting to the Associate Vice Chancellor, University Development (AVC-UD), the Executive Assistant provides support and advice to the AVC-UD and two Senior Executive Directors of Development (SEDOD) on a wide range of visible issues involving high-level work associated with complex problems of a confidential and extremely sensitive nature. Analyze complex and often sensitive issues, identify viable options and communicate options to the AVC-UD and SEDODs and appropriately implement solutions, often dealing with topics involving campus and Advancement senior leadership. Work independently to manage the AVC and SEDOD's calendars and special projects as assigned. Serve as manager for the office of AVC-UD, ensuring smooth operation of the day-to-day functioning of the AVC-UD's immediate office. Communicate with unit managers, oversee the work activity of unit assistants, coordinate and organize leadership meetings/workshops and other events, and evaluate existing procedures as problems arise, recommending and implementing new methods as needed. Ensure that the AVC-UD and SEDODs are briefed for meetings with a wide range of individuals and groups. Independently resolve problems without direct involvement of the AVC-UD and SEDODs. Support the AVC-UD and SEDODs in all areas including relations with senior Advancement leadership, vice chancellors, deans, faculty, community, university and governmental organizations. Research and draft documents including leadership briefings, donor correspondence, policy documents, meeting materials and other collaterals as needed. Coordinate and monitor assignments which must be accomplished in conjunction with other key administrators. Manage the high volume of communications received on the office of the AVC-UD and ensure timely responses. As requested, manage special projects of a highly confidential and sensitive nature on behalf of the AVC-UD and SEDODs.

Job Responsibility

Reporting to the Associate Vice Chancellor, University Development (AVC-UD), the Executive Assistant provides support and advice to the AVC-UD and two Senior Executive Directors of Development (SEDOD) on a wide range of visible issues involving high-level work associated with complex problems of a confidential and extremely sensitive nature
Analyze complex and often sensitive issues, identify viable options and communicate options to the AVC-UD and SEDODs and appropriately implement solutions, often dealing with topics involving campus and Advancement senior leadership
Work independently to manage the AVC and SEDOD's calendars and special projects as assigned
Serve as manager for the office of AVC-UD, ensuring smooth operation of the day-to-day functioning of the AVC-UD's immediate office
Communicate with unit managers, oversee the work activity of unit assistants, coordinate and organize leadership meetings/workshops and other events, and evaluate existing procedures as problems arise, recommending and implementing new methods as needed
Ensure that the AVC-UD and SEDODs are briefed for meetings with a wide range of individuals and groups
Independently resolve problems without direct involvement of the AVC-UD and SEDODs
Support the AVC-UD and SEDODs in all areas including relations with senior Advancement leadership, vice chancellors, deans, faculty, community, university and governmental organizations
Research and draft documents including leadership briefings, donor correspondence, policy documents, meeting materials and other collaterals as needed
Coordinate and monitor assignments which must be accomplished in conjunction with other key administrators
Manage the high volume of communications received on the office of the AVC-UD and ensure timely responses
As requested, manage special projects of a highly confidential and sensitive nature on behalf of the AVC-UD and SEDODs

Requirements

Proven experience providing high level support to executives including organizing and prioritizing tasks, scheduling meetings, serving as a liaison to on- and off- campus entities, and managing general office needs
Strong skills to communicate effectively with all levels of staff, faculty, alumni / donors, students and external constituencies, both verbally and in writing
Demonstrated interpersonal, written, and oral communication skills that demonstrate correct grammar usage, syntax, edit and format, with the ability to communicate clearly and effectively both in person and on the telephone in a positive manner to a diverse and demanding group of people including major gift prospects, donors, volunteers, prominent social, business, and governmental figures, and campus administrators
Solid analytical / problem-solving skills
Proven resourcefulness in independently finding appropriate solutions to complex problems, operational and administrative, and use of initiative in implementing solutions or making recommendations
Ability to anticipate problems and take necessary actions to mitigate potential negative effects
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
Ability to use tact, diplomacy, and discretion, with emphasis of flexibility and professionalism
Ability to multi-task with demanding timeframes
Proven advanced organizational skills
Demonstrated ability to prioritize workload, meet deadlines, and work with frequent interruptions under constantly changing priorities in a fast-paced operation while exhibiting extreme attention to detail and high degree of accuracy at all times
Experience in arranging and coordinating logistics for meetings and events
Experience arranging travel, including booking, creating itineraries, and reconciling expenses
Strong service orientation
Ability to communicate effectively one-on-one or in group settings, taking into account differences in social, cultural, professional, and educational backgrounds
Demonstrated knowledge of accounting principles and practices
Experience in producing financial and expense reports, purchasing, reconciliation, and reimbursements
Skill to monitor financial activities and transactions for report generation, purchasing, travel vouchers, accounts payable, and accounts receivable
Demonstrated understanding of the importance of ensuring an equitable, inclusive, and diverse working environment, with the ability to work as a part of a diverse and collaborative team
Demonstrated competency and commitment to equity, diversity and inclusion
Thorough knowledge of common organization-specific and other computer application programs
Proficiency in using and adapting computer software programs, applications and tools to meet office needs, including database to retrieve current and historical information to compile reports and briefings, spreadsheets, and graphics programs and the ability to implement new systems to increase productivity, using e-mail, word processing, spreadsheet, and calendar applications
Familiarity with the organization's processes, protocols and procedures
Ability to use high-level discretion and maintain a high level of confidentiality
Solid skills in problem identification
Advising and counseling skills
Knowledge of federal regulations such as FERPA
Must have access to reliable transportation

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Executive Assistant, University Development

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