Executive Assistant

UC San Diego - San Diego, CA4.3

30+ days agoFull-time
The Executive Assistant performs a wide range of duties that require confidentiality, discretion, tact, diplomacy, sound judgment, analytical and decision-making skills. Duties include, but not limited to serving as the high level Executive Assistant to the Housing Dining Hospitality (HDH) Executive Director and Director of Housing.

The incumbent independently analyzes, organizes and prioritizes daily activities, as well as reviews, evaluates and ranks all requests and communications. As assigned, manages special projects of a highly confidential and sensitive nature. Manages a variety of financial needs Prepares reports. Manages calendar, processing large volumes of mail, managing travel arrangements, processing and tracking executive expenses and assisting in the gathering of materials and information for meetings and events.

Handles heavy load of telephone traffic and electronic communications. Reviews and recommends streamlined procedures or policy changes to improve business/office practices. Trains employees regarding office procedures. Independently purchases non-standard items (e.g. Purchases requiring coordination with other campus departments). Resolves complex problems with vendors. Determines, selects and implements administrative policies, procedures and methods for office.

Housing Dining Hospitality (HDH) is a self-funded, large and complex campus department consisting of 7 divisions, with approximately 700 career employees, 1000 to 1200 student employees and an annual operating budget of greater than $170 million. HDH provides housing for approximately 15,000 undergraduates, grad students, faculty, staff and their families in over 400 buildings covering approximately 6 million sq. ft. HDH is in the midst of implementing an aggressive building plan which will add 5000 new beds and almost double our square footage by 2021.

Currently, HDH houses 38% of UCSD’s enrolled students with a goal of housing 50% in the near future. HDH provides maintenance and repair, contract meals/meal plan management, as well as retail food service, conference services and catering services to residents, students, faculty, staff, and campus visitors.

Ability to work a flexible schedule, as needed.
Please visit our website at http://hdh.ucsd.edu/

Familiarity with the organization's processes, protocols and procedures. Ability to learn and understand the department's business, culture, and priorities to represent the Executive Director and Director of Housing in a substantial and professional way.

Proven experience and ability to function at an advance level in providing a high level of support. Ability to electronically schedule meetings, events, and vehicle reservations efficiently. Knowledge in the proper use of fax machines, photocopiers, scanners and printers.

Effective interpersonal and verbal communication skill with ability to clearly, courteously, and diplomatically communicate information in person, on the telephone, and via email in a professional manner. Knowledge of proper grammar, style, format, and spelling. Ability to proofread own work.

Demonstrated strong knowledge of common organization-specific and other computer application programs. This includes Microsoft Word, Excel, PowerPoint and Outlook.

Demonstrated knowledge and skill of basic accounting and bookkeeping procedures in order to maintain financial data and accurately complete standard university financial transactions

Ability to organize and meet deadlines in a timely manner, deal with changing priorities and work well under pressure. Skill to coordinate high volume workload with frequent interruptions and conflicting 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. Ability to work as a team-member both within the department and the University as a whole.

Strong skills to communicate effectively with all levels of staff, faculty, alumni/donors, students and external constituencies, both verbally and in writing.

Strong analytical/problem-solving skills. Ability to handle disagreements with respect and good judgment. Skills in problem identification. Ability to research, gather, and analyze data and procedures and propose solutions.

Strong service orientation. Pleasant demeanor, professional appearance, the ability to maintain a clean and safe working environment, and an eagerness to serve customers with a smile.

Demonstrated advising and counseling skills.

Demonstrated knowledge of federal regulations such as FERPA.

Ability to use high-level discretion and maintain a high level of confidentiality.

Job offer is contingent upon a satisfactory clearance based on background check results.

A valid CA driver's license is required. Must also be able to participate in the DMV Pull program.

This position is designated as confidential under HEERA.