Executive Assistant, HSDSC Dean's Office - 140777

DEPARTMENT OVERVIEW:

The Halicioglu School of Data Science and Computing is composed of the founding units, the Halicioglu Data Science Institute (HDSI) and the San Diego Supercomputer Center (SDSC). HDSI will serve as the academic core of the school and SDSC will serve as the operational and translational science core. HSDSC will have strong academic interactions and affiliations with existing UC San Diego Schools and academic departments including; Jacobs School of Engineering, Social Sciences, Physical Sciences, Biological Sciences, Health Sciences and the Scripps Institution of Oceanography. These relationships and interactions will support the goal of transforming data into knowledge through development of data and information science, advancing innovative computing paradigms, and developing new contextual learning algorithms and methodologies that can transform society.

POSITION OVERVIEW:

The Executive Assistant provides executive level administrative support to the Dean, Associate Dean, Assistant Dean and Dean's Office on a wide range of projects and assignments, which are complex and confidential in nature and require discretion, tact, diplomacy, sound judgement and analytical and decision making skills.

They serve as a conduit for highly sensitive/timely information and communicates with diverse campus and community stakeholders including donors, visitors, community leaders and national and international corporate and government partners on behalf of the HSDSC Dean's Office as appropriate. The incumbent assists with or independently undertakes unique, sensitive and/or confidential projects as assigned by the Dean, Associate Dean or Assistant Dean. These short- and long- term projects may involve a variety of diverse topics and could be highly strategic, sensitive and confidential in nature, including but not limited to data analysis, review, writing, research and documentation. The Executive Assistant also provides independent and comprehensive confidential administrative support for a broad range of critical and confidential projects.

For more information, please visit: https://hsdsc.ucsd.edu

The Executive Assistant must manage a high volume of confidential communications and information and must be able to organize, research, track, interpret, analyze, and present information in concise and appropriate formats. Responsible for managing complex calendars with frequent changes. Based upon needs, this position may support various related functions and administrative support in other functional areas of the Dean's office.

Manages special programs which may comprise San Diego philanthropists, business founders, and community leaders. These meetings require advanced meeting management skills due to the highly political, confidential, and sensitive nature of the topics discussed and the VIP status of the attendees. These high level meetings require detailed organizational research, background analysis, exceptional organizational and writing skills and logistical orchestration. The Executive Assistant is expected to use innovative approaches to seek out information that is needed by the Dean, Associate Dean or Assistant Dean that is not easily or routinely available.

• Bachelor's degree in related area and / or equivalent experience / training.

• Extensive experience in assisting high-level leadership with complex and confidential calendaring, public relations, development, and community relations in a fast-paced environment.

• Demonstrated experience and proven ability to function with a very high degree of accuracy at an executive administrative assistant level and represent the University's best interest at all times.

• Solid analytical / problem-solving skills. Demonstrated analytical skills, including gathering, organizing, and reporting various types of data from disparate sources.

• Proven experience with successful event planning and organization of special events, including familiarity with general accepted practices of the industry. Proven skills to handle logistics from a wide variety of special events.

• Demonstrated strong work ethic to be responsible, accountable, and independently able to provide follow-up, complete tasks, anticipate needs and meet deadlines in a professional manner with accuracy, on time, and without reminders from others.

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

• Occasional evenings and weekends may be required.