#139816 Executive Assistant, Advancement Services

This position will work a hybrid schedule which includes a combination of working both onsite on Campus and remote.

DEPARTMENT OVERVIEW

Advancement Services is responsible for providing gift policy and infrastructure support in fundraising; processing, accounting for, and stewarding all charitable gifts to UC San Diego and the UC San Diego Foundation; and overseeing the operations of the legally separate incorporated 501c3 charity, the UC San Diego Foundation.

These areas not only represent the highest risk fiduciary operations in Advancement and one of the highest risk on the campus, but they are also highly unique on the campus. No other campus unit has the delegated authority to process and receipt gifts or directly manage financial investments. The campus foundations are legally separate and have a separate fiduciary board of trustees. Accordingly, due to the complex nature of operations and oversight for a foundation, the fiduciary risk, and the magnitude of funds involved, there are reputational, legal, IRS, accounting, and donor relations requirements that must be adhered to.

Functional areas of Advancement Services include UC San Diego Foundation Board Operations and Management; Gift Services and Accounting (comprised of Gift & Foundation Accounting and Gift Services), Investment Operations, and the Office of Gift Policy Administration and Donor/Fund Stewardship.

DESCRIPTION

Reporting to the Associate Vice Chancellor for Advancement Services and Alumni Relations (AVC-AS & AR), the Executive Assistant provides high-level administrative and programmatic support on a broad range of complex, sensitive, and confidential issues. This position requires independent management of complex daily operations, long-range planning, and diplomatic communication with senior campus leadership, donors, prospects and diverse stakeholders. The Executive Assistant exercises judgment and initiative in analyzing sensitive issues, identifying viable options, and implementing solutions often involving campus and Advancement senior leadership. Serves as office manager ensuring smooth day-to-day operations, manages special projects of a highly confidential nature, and functions as the primary liaison between the AVC-AS & AR office and senior administrators and external constituents.

Equity, Diversity, and Inclusion are core values at UC San Diego and Advancement is committed to a continuous process of learning and updating practices to support systemic evolution toward equity, diversity, and inclusion for our team and constituents. We foster the UC San Diego Principles of Community by encouraging and developing a collaborative and positive environment among colleagues. UC San Diego provides resources and services so employees can develop a deeper connection to our diverse campus community. Explore more at: UC San Diego Staff Associations network and Campus Community Centers.

QUALIFICATIONS

• Thorough knowledge of common organization-specific and other computer application programs. Strong experience in business application software including: MS Word, Outlook, Access, Calendars, Excel, PowerPoint, web-based programs, browsers, electronic mail, databases, and word processing with fast, accurate key entry skills.

• Familiarity with the organization's processes, protocols and procedures. Demonstrated ability to accurately interpret and implement policies, procedures, regulations, and effectively communicate and disseminate information.

• Strong service orientation. Extremely strong teamwork, collaboration, provision of service, and cooperation skills with demonstrated ability to successfully resolve conflicts in a professional manner.

• Solid analytical / problem-solving skills. Demonstrated problem-solving skills with proven ability to research and analyze situations, identify existing or potential impacts, develop and recommend innovative solutions, determine and implement procedures to accomplish effective resolution, and evaluate results or progress.

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

• Knowledge of federal regulations such as FERPA. General knowledge of common higher education-related regulations with application to administration, students, and/or staffing.

• 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 multi-task with demanding timeframes. Extremely strong organizational skills with demonstrated experience in setting priorities, accomplishing multiple tasks simultaneously, producing timely results, and meeting deadlines, in a varied demand work environment while maintaining an extremely high level of attention to detail and accuracy.

• Excellent interpersonal communication skills in person, telephone, or in writing, with demonstrated experience in effectively communicating and disseminating information in a clear, concise, positive, service-oriented and professional manner with maturity, tact, and diplomacy. Excellent written communication skills with demonstrated ability to effectively compose, edit, and proofread letters, memoranda, agendas, and summary reports with clear and concise expression, proper grammar, style, format, and punctuation.

• Proven experience providing high-level executive support including complex calendar management, meeting coordination, travel arrangements, and general office administration

• Ability to use high-level discretion and maintain a high level of confidentiality. Proven ability to maintain strict confidentiality at all times with demonstrated experience in utilizing good judgement and discretion when working with a variety of sensitive issues or highly confidential information.

• Solid skills in problem identification. Experienced in recognition of problems in systems and administrative processes during review or operational use, identifying opportunities for improvements.

• Demonstrated competency and commitment to equity, diversity and inclusion.

• Advising and counseling skills.

• Solid skills in problem identification. Experienced in recognition of problems in systems and administrative processes during review or operational use, identifying opportunities for improvements.

• Proven ability to work independently and effectively with minimal supervision, make decisions, accurately anticipate executive needs, take initiative, learn quickly, demonstrate flexibility, and maintain professional composure while working under pressure of frequent interruptions and changing priorities.

• Ability to accurately and rapidly review and process a large volume of materials dealing with a broad spectrum of issues with proven skill in researching, compiling, organizing, interpreting and selecting data and materials from various sources to effectively prepare reports or share information.

• Knowledge of standard accounting practices, fund management, and internal control applications, with mathematical skills sufficient to monitor appropriations and expenses, reconcile ledgers, prepare grant budget proposals, process various accounting and travel transactions, and develop spreadsheets.

• Ability to develop, implement and maintain efficient administrative record retention systems (manual and computerized) for internal use, in accordance with campus or department policy and practice.

SPECIAL CONDITIONS

• Job offer is contingent upon satisfactory clearance based on Background Check results.

• Must have access to reliable transportation.

• Occasional evenings and weekends may be required.

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 Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected status under state or federal law.

For the University of California’s Anti-Discrimination Policy, please visit: https://policy.ucop.edu/doc/1001004/Anti-Discrimination

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

Misconduct Disclosure Requirement: As a condition of employment, the final candidate who accepts an offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; or have filed an appeal of a finding of substantiated misconduct with a previous employer.

a. "Misconduct" means any violation of the policies governing employee conduct at the applicant’s previous place of employment, including, but not limited to, violations of policies prohibiting sexual harassment, sexual assault, or other forms of harassment, or discrimination, as defined by the employer. For reference, below are UC’s policies addressing some forms of misconduct:

• UC Sexual Violence and Sexual Harassment Policy
• UC Anti-Discrimination Policy
• Abusive Conduct in the Workplace