Dean's Suite Administrative Assistant III - 128985

UCSD Layoff from Career Appointment: Apply by 4/16/24 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 4/24/24. Eligible Special Selection clients should contact their Disability Counselor for assistance.

The Rady School of Management provides business education through its PhD program, Masters degree programs, undergraduate minors and courses, and executive business seminars. In addition to these educational programs, the Rady School has a number of Centers of Excellence, including the Beyster Institute, the California Institute of Innovation and Development, and the US-Israel Center on Innovation and Economic Stability.

The Rady School's values are excellence, innovation, collaboration and integrity. The staff who work at the Rady School have created a highly participatory, high energy, upbeat environment where providing excellent customer service to our students and our faculty is a priority.

This Dean's Suite position works as a team with and assists the Dean's Executive Assistant and provides executive-level administrative support to the Rady School deans and senior leadership. This position serves as backup to the Executive Assistant to the Dean.

This position handles a variety of administrative duties supporting the Rady School senior leadership. In addition to onsite greeting of visitors/VIPs/guests to the Rady School of Management dean's suite area, duties include significant scheduling of meetings for multiple participants on complex calendars (using Outlook), arranging travel for the deans, using an online system to process travel and expense reimbursements, using spreadsheets to organize information, entering data into databases, composing sophisticated email communications, and assisting the Executive Assistant to the Dean with daily tasks and projects.

This position operates in the leadership office suite of the Rady School of Management where interacting in a diplomatic, confidential, collegial manner is essential to maintaining a harmonious work atmosphere. This is a fast-paced position that interacts and supports multiple senior leadership managers. The Dean's Suite Administrative Assistant uses exceptional communication skills to welcome, greet, announce, and interact with visitors to the Dean's suite including campus and community leaders, faculty, managers/staff, special visitors and philanthropists.

• Hybrid work schedule, offsite work allowed once a week when work permits. Lunch break/coverage to be coordinated with other support staff.

• Rarely overtime may be required when preparing for important prescheduled meetings/events.

• Submission of a cover letter along with a resume is preferred.

• Solid experience in an administrative support role providing executive-level support to multiple executives. Experience with spreadsheet/document creation, proof-reading skills. phone support, calendaring, and interacting with visitors in a highly confidential environment.

• Advanced expertise using Outlook Calendar w/heavy scheduling experience of multi-person meetings with complex calendar needs. Ability to prioritize and reschedule complex meetings for multiple people at a face pace. Experience setting up Zoom meetings. Tech-savvy.

• Experience demonstrating a helpful, diplomatic, professional demeanor while welcoming visitors. Experience triaging people, phone calls, and incoming email messages for senior leadership and taking accurate, confidential messages.

• Outstanding interpersonal and communication skills, including tact, diplomacy, and flexibility. Experience interacting in person, email, and over the phone with executives, decision makers, leaders and their executive assistants.

• Multi-tasking skills. Time management skills. Experience re-prioritizing tasks throughout the day in a busy environment. Professional experience working on projects independently and completing them under a deadline.

• Experience with Excel or Google Sheets; shared drives. Experience using spreadsheets to organize and track information. Experience using a variety of online systems for administrative functions ie purchasing, researching, travel arrangements, room scheduling, financial processing, etc.

• Experience organizing the logistics to support onsite and Zoom meetings such as conference room scheduling, RSVP lists, meeting agendas/minutes, arranging catering, requesting speaker presentations, setting up IT/AV equipment for presentations/Zoom meetings.

• Solid experience reconciling and processing expense reimbursements using an online system and using complex reimbursement guidelines/policies. Experience creating executive travel arrangements and creating/revising itineraries.

• Demonstrated ability to use discretion, exercise good judgment, and maintain strict confidentiality. Collaboration skills and experience working as part of a team.

Preferred:

• Knowledge of UCSD Policies and Procedures, particularly those involving travel, expenditures and expenditure reimbursements. Experience using the UCSD Oracle Financial Cloud to process financial documents; experience using the UCSD Concur system for online processing of other documents.

• Understanding of UCSD and UCOP organizational structures, departments and units, and communication channels.

• Bachelor’s degree or equivalent combination of education and equivalent experience.

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

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).

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