#101773 Executive Asst. to the Associate Vice Chancellor

La Jolla, CA
Sep 20, 2019
Institution Type
Four-Year Institution

UCSD Layoff from Career Appointment: Apply by 09/24/2019 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 10/03/2019. Eligible Special Selection clients should contact their Disability Counselor for assistance.

UC San Diego career employees who have passed their trial period will have priority consideration for this position. Recruiters will begin to refer qualified internal applicants after the first 7 days of the job posting. Qualified external applicants may be referred to the hiring department, if a qualified pool of internal candidates is not identified and upon the request of the hiring manager.


Serves as the Executive Assistant to the Associate Vice Chancellor. Provides clerical, administrative and organizational support to The Office Of Innovation and Commercialization (OIC), exercising considerable independent judgment on a daily basis.

The incumbent will operate in a proactive manner to ensure AVC and other individuals are appropriately informed; follows through with implementation of OIC leadership decisions; manage daily and long-range activities of the AVC; coordinates complex schedule of standing, committee, and ad-hoc meetings; maintains calendar of appointments, conferences, and travel while coordinating all details; and prepares relevant background materials and agendas for AVC meetings, including gathering materials, and coordinating with the AVC's direct reports as needed.

Under the general supervision of the Director of Operations, the Administrative Assistant is responsible for the proactive organization and management of the complex calendars of the Associate Vice Chancellor for Innovation and Commercialization (AVC); coordinates national and international travel arrangements; provides the full scope of general office support; provide backup support to other members of the team as needed; and participates in the planning and coordination of national and international meetings and site visits.

The incumbent is responsible for coordinating phases of work with others and for resolving problems based on interpretation of established University policies and procedures, and the priorities of the AVC and/or department.

  • Occasional weekend or evening work and/or overtime may be required.
  • Proven experience and ability to maintain an extremely complicated executive calendar. Skill in coordinating and maintaining a complex calendar of events, schedules, and meetings. Experience making executive travel arrangements.

  • Excellent skills to compose, proofread, edit and finalize correspondence, memos, and reports. Use of correct English grammar, spelling and punctuation.

  • Strong proficiency using word processing, spreadsheets, database software, electronic mail, electronic calendars, and the internet.

  • Good mathematical skills necessary to perform calculations to reconcile expenses.

  • Strong critical thinking and analytical skills to identify, interpret and evaluate problems, and use creativity to develop, recommend, and implement innovative solutions.

  • Skill in communicating issues clearly and gathering information through appropriate consultation with a wide variety of constituents.

  • Demonstrated skill in independently researching, compiling, organizing, interpreting and selecting data and materials from various sources.

  • Demonstrated ability to make appropriate decisions based on knowledge and to employ mature judgment. Ability to anticipate the needs of an executive.

  • Excellent interpersonal skills. Ability to exercise tact, poise, mature judgment, diplomacy, and flexibility to promote positive working relationships and job effectiveness.

  • Ability to maintain strict confidentiality and practice discretion. Experience in utilizing good judgement and discretion when working with variety of sensitive issues or highly confidential information.

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

U.S. person status is required for this position in order to comply with the Arms Export Control and Export Administration Act. U.S. persons are U.S. citizens, legal permanent residents as defined by 8 U.S.C. 1101(a)(20) or protected individuals as defined by 8 U.S.C. 1324b(a)(3).

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