Executive Assistant -SCH OF PHARMACY AND PHARM SCI
The University of California, San Diego
About this position
Position Description
The mission of UC San Diego Skaggs School of Pharmacy and Pharmaceutical Sciences (SSPPS) is to educate future pharmacists and scientists to become leaders in diverse fields, transform pharmacy and pharmaceutical sciences, and improve human health. SSPPSstrives to be a catalyst for creative approaches and excellence in pharmacy and pharmaceutical sciences education, discovery, and servicefrom local to global communities. Under the direction, the Executive Assistant is responsible for the administration, organization and management of the Dean’s office, and ongoing school-wide and departmental projects. Provide high level executive project management, coordination and support involving strategic planning for faculty requiring tact, diplomacy, and discretion on a wide variety of complex and sensitive issues. Serve as key liaison between the Dean's office and all entities within and outside UCSD. Act on the Dean's behalf and independently respond and/or facilitate requests for information, assistance, complaints or advice regarding operations, policies, procedures and protocol. Provide advanced service for scheduling, coordination, and operational needs including meetings, seminars, conferences, social events, etc. Coordinate and execute projects, ensuring completion of tasks within the established timelines, meeting project specifications, and analyzing problems and recommending solutions. Organize meetings, conferences, and maintain a complex calendar. Staff and attend committee meetings, compile, prepare and disburse meeting reports as needed. Perform other duties as assigned.
Qualifications
Seven (7) years of related experience, education/training, OR a Bachelor’s degree in related area plus three (3) years of related experience/training. Familiarity with the organization's processes, protocols and procedures. Knowledge of federal regulations such as FERPA. Thorough knowledge of common organization-specific and other computer application programs. Solid computer skills using MS Word, Excel, PowerPoint, email system, and a variety of web-based programs. Demonstrated ability to create and maintain databases, perform standard computer tasks, learn new programs/applications with minimal direction, and exercise fast and accurate typing skills. Demonstrated commitment to update/maintain technology skills with relevant computer software. Solid analytical/problem-solving skills. 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. Work with a diverse and demanding community with high expectations for quality service. Strong service orientation. Proven ability and experience to collaborate and communicate effectively and diplomatically, with diverse populations, at all organizational levels. Strong teamwork, collaboration, and cooperation skills. Strong skills to communicate effectively with all levels of staff, faculty, alumni/donors, students and external constituencies, both verbally and in writing. Demonstrate excellent written and oral communication skills with exceptional interpersonal skills to communicate and interact in a courteous and effective manner, using tact and diplomacy while exercising good judgment with diverse individuals at all levels in person, in writing, or by telephone. Advising and counseling skills. Ability to multi-task with demanding timeframes. Demonstrated advanced organizational and project management skills, including ability to work independently, determine appropriate priorities, and complete projects accurately, efficiently, and with a high level of attention to detail, despite competing deadlines. Ability to use high-level discretion and maintain a high level of confidentiality. Demonstrate ability to maintain confidential documents within the Department’s electronic and paper files, and the ability to extract and produce documents upon request. Provide executive level administrative support to help meet frequent, critical deadlines on highly confidential and sensitive matters. Solid skills in problem identification. Demonstrate experience providing executive level administrative support; knowledge and experience in arranging meeting and events; experience maintaining multiple balanced schedules, arranging travel and coordinating meetings with diversified faculty and staff.
Job Location
La Jolla