Executive Assistant - 141261

UC San Diego; San Diego (CA); On-site; USD 68,000 - 119,000; Full time

Job summary

UC San Diego's Vice Chancellor Marine Sciences office seeks an Executive Assistant 3 to provide analytical and liaison support for VCMS and DDR. The role collects, analyzes, and distributes data, drafts clear correspondence, and coordinates the Director's Council activities with discretion and professionalism.

The EA3 oversees daily office operations, coordinates schedules, and develops process improvements to streamline administrative workflows while ensuring confidentiality and high-level

Qualifications

• Strong analytical and problem-solving abilities for moderately complex issues.
• Experience coordinating travel and events with proper procedures.
• Basic accounting tasks such as reimbursements and invoicing.
• Ability to maintain confidentiality and exercise discretion.
• Proven organizational, office management and multitasking skills.
• Experience scheduling meetings and preparing summaries.
• Excellent written and verbal communication with diplomacy.
• Ability to compile data and draft clear reports for leadership.
• Ability to interpret policies and translate into actionable guidance.

Responsibilities

• Provide analytical and liaison support for VCMS across teams and external constituencies.
• Coordinate travel, meetings, and events with appropriate procedures.
• Prepare summaries and reports; maintain executive calendars with discretion.
• Oversee records and implement process improvements to office operations.
• Draft clear correspondence and assist with complex communications.

Skills

Analytical thinking

Travel coordination

Accounting basics

Discretion & confidentiality

Office management

Meeting scheduling

Communication & diplomacy

Data gathering & reporting

Policy interpretation

Job description

DEPARTMENT DESCRIPTION

The Vice Chancellor of Marine Sciences office is a component of the overall Scripps Administration that oversees pertinent business for both the Deputy Director of Research (DDR) and the Vice Chancellor Marine Sciences (VCMS)/SIO Director. Both the VCMS and the DDR require high-level administration assistance to oversee the institution's mission.

POSITION OVERVIEW

Although the position reports to Executive Assistant 4, the Executive Assistant 3 primary roles is to provide analytical and liaison support for the VCMS between senior management in Marine Sciences, other VCMS departments, UCSD offices and external constituencies. The EA3 collects, analyzes, organizes, manages, presents, acts upon, and distributes data, and participates in projects as identified by the VCMS, Deputy Director for Research (DDR), and other VCMS leadership. The EA3 ensures that the VCMS, DDR, and other leadership are properly briefed, staffed and prepared for meetings when necessary, and assists with drafting clear and accurate correspondence and reports. The EA3 is the primary coordinator for the Scripps Director's Council. The incumbent must maintain strict confidence of privileged information and exercise mature judgment as well as excellent discretion, tact, sensitivity, diplomacy, flexibility, and organizational abilities.

The Executive Assistant oversees the day-to-day activity and smooth functioning of the VCMS office. The EA3 develops initiatives and implements improvements to enhance and streamline administrative processes. The executive assistant provides work direction to the VCMS Office Assistant- Confidential, coordinating assignments and monitoring work, and fostering a positive work environment. The EA3 also serves as the records controller for official VCMS administrative records. Ensures administrative processes and office operations run smoothly in the executive's office. Demonstrates good judgment in selecting methods and techniques for obtaining solutions.

QUALIFICATIONS

• Strong analytical / problem-solving skills. Strong critical thinking and analytical skills to identify, interpret and evaluate moderately complex problems and use creativity to develop, recommend and implement innovative solutions.
• Experience with coordination of travel arrangements and events, taking into consideration proper procedures and practices related to travel, purchasing and accounting.
• Experience with basic accounting transactions such as travel reimbursements, invoice payments, etc.
• 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. Proven organizational, office management and administration skills. Extensive organizational, analysis and decision-making skills to continually prioritize between long and short term needs, to tolerate rapid shifts in direction and competing demands and constant requests for priority changes from a variety of sources, keep track of ongoing projects and tasks simultaneously and meet multiple concurrent deadlines.
• Ability to oversee the scheduling of a variety of meetings and conferences for large and small groups - recognizing and making allowances for conflicting schedules. Demonstrated experience preparing meeting and project summaries.
• Ability to use high-level discretion and maintain a high level of confidentiality. Demonstrated outstanding level of professionalism in providing high level administrative and analytical support, including proven ability to exercise tact, poise, mature judgment, diplomacy, flexibility and maintain strict confidentiality while representing the University's best interests at all times.
• Demonstrated experience and proven ability to maintain an extremely complicated executive calendar and to make executive travel arrangements. Proven ability to anticipate the needs of an executive.
• Strong composition, editing, and proofreading skills to review copy for appropriate style, consistency, format, completeness, and accuracy. Skills to clearly and accurately express substance and nuance in both written and oral communications. Type with reasonable speed and accuracy. Use of correct English grammar, spelling and punctuation.
• With all levels of staff, faculty, alumni / donors, students and external constituencies ability to write and speak clearly and present detailed information and analysis. Skill in independently researching, compiling, organizing, interpreting and selecting data and materials from various sources. Ability to accurately interpret and implement policies and procedures and effectively communicate and disseminate information. Demonstrated ability to develop clear, concise, and accurate reports and recommendations for management.

SPECIAL CONDITIONS

• Job offer contingent of Background Check clearance.

Pay Transparency Act

Annual Full Pay Range: $67,700 - $118,500 (will be prorated if the appointment percentage is less than 100%)

Hourly Equivalent: $32.42 - $56.75

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).