#136904 Executive Assistant 3 (CX)

DESCRIPTION

DEPARTMENT OVERVIEW:

Business & Financial Services (BFS) at UC San Diego plays a vital role in advancing the university’s academic and research mission by managing its financial resources and ensuring strong stewardship. Reporting to the Assistant Vice Chancellor and Controller, BFS is a central hub for financial operations across campus.

BFS is comprised of specialized divisions responsible for central accounting and reporting, post-award financial management, internal controls and compliance, financial training and insights, student billing and collections, and a variety of administrative and operational services. Together, these units provide essential support that enables the university to operate efficiently and effectively.

With an annual budget of approximately $20 million, BFS employs more than 150 career staff along with student assistants. The team spans a wide range of expertise, including accounting, research administration, financial and policy analysis, business and data intelligence, client services, and operational support.

BFS is committed to operational excellence and continuous improvement. Our workforce is united by a shared goal: to strengthen the effectiveness of UC San Diego’s financial infrastructure and provide exceptional service to the campus community.

POSITION OVERVEIW:

The Executive Assistant provides high-level administrative support to the Assistant Vice Chancellor/Controller and as needed, their direct reports within Business & Financial Services (BFS). The role requires tact, diplomacy, discretion, and professionalism in managing complex and sensitive matters.

As a central partner to the leadership team, the incumbent helps foster a culture of accountability, efficiency, trust, and respect while building strong, collaborative relationships with campus stakeholders. This position supports both daily operations and broader initiatives, ensuring the office functions effectively and contributes to the success of the organization.

Key Responsibilities:

• Provide executive-level administrative support, including managing complex calendars, scheduling, correspondence, and travel arrangements for the Controller and direct reports.
• Serve as the primary office manager, supporting departmental needs such as equipment tracking, purchasing, payment authorizations, and coordination with campus partners on facilities and space management.
• Support departmental projects and initiatives by coordinating logistics, preparing materials, and ensuring timely follow-up.
• Assist with process improvements that enhance efficiency and consistency across administrative operations.
• Plan and support conferences, meetings, and other high-profile events.

QUALIFICATIONS

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

• Ability to multi-task with demanding timeframes; proven experience providing high-level independent administrative support with strong judgment in coordinating complex activities, organizing and prioritizing office functions, and managing multiple priorities and competing deadlines.

• Strong service orientation with extensive experience providing customer service to leadership, staff, stakeholders, and customers, including assisting high-level leadership with complex and confidential administrative responsibilities.

• Excellent interpersonal, written, and oral communication skills with demonstrated ability to interact effectively with staff, faculty, alumni/donors, students, and external constituencies.

• Demonstrated understanding of confidentiality and compliance requirements, with proven ability to exercise discretion and sound judgment in handling sensitive information and organizational matters.

• Experience in office management principles, practices, and procedures.

• Knowledge of office equipment procurement processes; ability to track and maintain inventory of departmental technology resources (e.g., laptops, keyboards, peripherals) and ensure timely ordering, distribution, and support for staff needs.

• Familiarity with organizational processes, protocols, and procedures.

• Solid analytical and critical thinking skills with the ability to anticipate issues, identify problems, resolve conflicts, and proactively remove obstacles.

• Proficiency with productivity software and collaboration tools (e.g., Zoom, Teams, Slack) with the ability to quickly learn and adapt to new platforms.

• Thorough knowledge of common organization-specific and other computer application programs.

• Political acumen and sensitivity to differing perspectives and circumstances within all levels of the organization, as well as the Office of the President and external constituencies.

• Ability to foster and support a culture of accountability, efficiency, trust, and respect across the organization.

• Familiarity with the operations of a Controller’s Office, including its core functions and relationships with key partners and stakeholders.

• Knowledge of federal regulations such as FERPA.

SPECIAL CONDITIONS

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

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.

The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected status under state or federal law.

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.