Executive Assistant, University Development - 139805

At the University of California San Diego, challenging convention is our most cherished tradition. Since its inception, UC San Diego has been shaped by exceptional scholars who aren't afraid to take risks and redefine conventional wisdom. In our short history, through sheer determination and a relentless pursuit for groundbreaking discovery, UC San Diego has earned recognition as one of the world's premier research universities and one of the top-10 public universities in the nation. Washington Monthly has consistently ranked UC San Diego as the top public university for positive impact on the nation.

University Development recognizes the crucial role development professionals play in identifying, engaging, cultivating and stewarding the philanthropic partners capable of assuring this university's brightest future. Our leadership works tenaciously to seek out development professionals at all stages of their careers who evince the passion and integrity representative of our university's character. Once part of the University Development team, colleagues are celebrated for their accomplishments and offered the support necessary to identify and realize ambitious goals. We place a premium on collaboration and shared endeavor, recognizing that true philanthropic success is measured best by the long-term advancement of UC San Diego and the impact of its work.

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.

• 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.

• Job offer is contingent on clear Background Check.

• Must have access to reliable transportation.

• Occasional evenings and weekends may be required.