Job Description

Filing Deadline: Thu 2/29/2024

UC San Diego values equity, diversity, and inclusion. If you are interested in being part of our team, possess the needed licensure and certifications, and feel that you have most of the qualifications and/or transferable skills for a job opening, we strongly encourage you to apply.

UCSD Layoff from Career Appointment: Apply by 02/20/2024 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Job Description

Filing Deadline: Thu 2/29/2024

UC San Diego values equity, diversity, and inclusion. If you are interested in being part of our team, possess the needed licensure and certifications, and feel that you have most of the qualifications and/or transferable skills for a job opening, we strongly encourage you to apply.

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.

DESCRIPTION

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.

QUALIFICATIONS

• 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 paperwork, to independently follow tasks through to completion, and to keep supervisor apprised of the status of projects

• Proven writing skills as demonstrated by experience writing and editing correspondence, policies, or email announcements. Proven skill to research information before dissemination to assure that information is accurate, grammatically correct, and that proper etiquette is used.

SPECIAL CONDITIONS

• Must be able to work evening or weekend hours during championship tournaments and donor/alumni hospitality events.

• Background check required. Incumbent may need to participate in the DMV Pull program and maintain a clean DMV record.

This position is a mandated reporter of known or suspected child abuse or neglect, according to the California law, Child Abuse and Neglect Reporting Act (CANRA). This position is a campus security authority (CSA) for the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, which is a federal law requiring disclosure of information about crimes on and around campus.

Pay Transparency Act

Annual Full Pay Range: $40,700 - $81,850 (will be prorated if the appointment percentage is less than 100%)

Hourly Equivalent: $19.49 - $39.20

Factors in determining the appropriate compensation for a role include experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. The Hiring Pay Scale referenced in the job posting is the budgeted salary or hourly range that the University reasonably expects to pay for this position. The Annual Full Pay Range may be broader than what the University anticipates to pay for this position, based on internal equity, budget, and collective bargaining agreements (when applicable).

If employed by the University of California, you will be required to comply with our Policy on Vaccination Programs, which may be amended or revised from time to time. Federal, state, or local public health directives may impose additional requirements.

To foster the best possible working and learning environment, UC San Diego strives to cultivate a rich and diverse environment, inclusive and supportive of all students, faculty, staff and visitors. For more information, please visit UC San Diego Principles of Community.

The University of California is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, age, protected veteran status, gender identity or sexual orientation. For the complete University of California nondiscrimination and affirmative action policy see: http://www-hr.ucsd.edu/saa/nondiscr.html

UC San Diego is a smoke and tobacco free environment. Please visit smokefree.ucsd.edu for more information.