Executive Assistant to Dean of Student Affairs - 133759

Named for environmentalist, nature writer, and Sierra Club founder John Muir, and inspired by his remarkable life, John Muir College of UC San Diego stresses the spirit of individual choice and responsibility within the framework of a welcoming and supportive community. Muir was the second college to be founded at UC San Diego and admitted its first students in 1967. Muir is a special place where generations of students have felt recognized and valued as individuals and experienced a strong sense of belonging within this large research university. The College's motto, "Celebrating the Independent Spirit," recognizes both our namesake John Muir and the achievements of our talented and enterprising students and alumni.

Equity, diversity, and inclusion are central to the mission of Muir. Our residence halls host the LGBTQIA+ Living Learning Community, and in doing so, we create a welcoming space and educational opportunities for all UC San Diego students. Additionally, Muir has large communities of underrepresented minoritized students, including significant populations of Native, Black, and Latinx students compared to the overall campus. Finally, our programs and partnerships reflect our commitment to diversity, as shown through our work with the OASIS Summer Bridge Program, the Kumeyaay art piece on the Muir campus, and our numerous student organizations.

The Executive Assistant to the Dean of Student Affairs serves as the Dean's primary designee for a number of confidential functions, including student conduct and low-level financial matters. The Executive Assistant ensures the efficient and effective day-to-day operations under the Dean of Student Affairs' areas of responsibility, which include student conduct, student advocacy, student leadership programs, student activities, orientation, residence life, first year experience programs, and assessment. General responsibilities include establishing office procedures for the Dean of Student Affairs' Office, performing clerical and administrative services, monitoring purchases, managing reimbursement paperwork and supporting budget activities, maintaining confidential records, conducting research, and preparing confidential letters, reports, and memorandum. The Executive Assistant serves as the primary liaison between the Dean of Student Affairs' Office and Colleges Business Office (CBO), and consults with the CBO on all financial matters, purchases, reimbursements, and budget activities.

The Executive Assistant to the Dean serves as the first point of contact for Muir Student Affairs, and works with students, faculty, staff, and parents to resolve questions, concerns, and problems. The Executive Assistant is responsible for managing all academic and non-academic conduct cases within Muir's student conduct system, while ensuring that the Dean's Office adheres to federal and state laws, UC policy directives, the Student Conduct Code, and the Policy on Integrity of Scholarship. Further, the Executive Assistant must comply with a series of overlapping timelines, create protocols for the proper handling of student conduct cases, and receive and process cases using UCSD's student conduct database.

The Executive Assistant serves as the editor of Muirwords (Muir College newsletter), collects and composes entries/submissions for the weekly Muir College newsletter, and ensures the newsletter is run with the highest degree of professionalism.

• Occasional evening and weekend hours to support college events and programs such as Orientation, Welcome Week, Homecoming, Commencement, Triton Day, Transfer Triton Day, etc.

• Experience providing administrative assistance, including ability to exercise independent judgment, discretion, initiative, tact and diplomacy in handling highly sensitive matters and maintaining strict confidentiality.

• Demonstrated experience managing complex calendar and travel arrangements, planning meetings both on- and off-site.

• Demonstrated experience proofreading, composing/editing documents. Thorough mastery of English grammar, punctuation, and spelling.

• Strong computer skills, with experience in spreadsheets, charts, or graphics to display data, and proficiency adapting programs to meet sophistication required.

• Experience with computer-based applications utilizing databases, word processing, spreadsheets, email, and web development tools (i.e. Adobe Design Collection, Contribute Macromedia and/or Photoshop).

• Demonstrated experience working directly with students in a higher education/university setting preferred.

• Demonstrated outstanding level of professionalism in providing administrative assistance, including ability to exercise independent judgment, discretion, initiative, tact and diplomacy in handling highly sensitive matters and maintaining strict confidentiality.

• Ability to accurately interpret UCSD protocol, policies and procedures, as well as state and local laws, and to communicate clearly and logically to create necessary administrative applications on behalf of the Dean of Student Affairs.

• Demonstrated ability to recognize problems, identify potential solutions, implement appropriate resolution, and evaluate results and progress.

• Proven ability to multi-task, prioritize workload, meet a variety of intermediate and final deadlines that carry a high consequence of error, while effectively managing frequent interruptions and/or changing priorities.

• Superior interpersonal skills including courtesy, professionalism and cooperative attitude. Demonstrated experience in communicating effectively in person, on the telephone and in writing to a diverse population.

• Thorough mastery of English grammar, punctuation, and spelling. Includes proofreading and proper formats for composing/editing documents.

• Analytical skills to recognize problems, make recommendations and, in many cases, independently resolve and implement solutions and evaluate results and progress.

• Proven ability to conduct research and analyze various documents, with the objective of obtaining data and historical information to compile reports or on-going projects. Demonstrated ability to assimilate a wide range of information in order to provide up-to-date, accurate information to others.

• Ability to develop and organize systems for the management of student information, confidential files, and general office functions.

• Ability to perform the scheduling, organization, coordination and for a wide variety of college and campus-wide meetings and events.

• Willingness and ability to meet University and department standards for attendance.

• Willingness to follow the UCSD Principles of Community.

• Demonstrated ability to develop and maintain accurate and detailed records.

• Ability to investigate, analyze, and compile financial and budgetary data and to develop, evaluate and implement sound budget recommendations.

• Background Check 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.

UC San Diego is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age or protected veteran status.

For the University of California's Affirmative Action Policy please visit: https://policy.ucop.edu/doc/4010393/PPSM-20
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 a conditional 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; received notice of any allegations or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer.

a. "Misconduct" means any violation of the policies or laws governing conduct at the applicant's previous place of employment, including, but not limited to, violations of policies or laws prohibiting sexual harassment, sexual assault, or other forms of harassment, discrimination, dishonesty, or unethical conduct, 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