Senior Administrative Coordinator

2 weeks ago

Oakland, California, United States UC San Diego Full time
Position Overview:
The Senior Administrative Coordinator role entails delivering exceptional administrative assistance to the Executive Director and Campus Veterinarian within the Animal Care Program.

Key Responsibilities:
1. Executive Support: Provide comprehensive administrative support by managing the Executive Director's complex calendar, travel logistics, correspondence, and special initiatives. This role demands a high level of confidentiality and meticulous attention to detail.

2. Committee Management: Organize both ad-hoc and regular committee meetings, ensuring all logistical arrangements are handled, materials are prepared and distributed promptly, and action items are tracked effectively.

3. Calendar Oversight: Maintain a sophisticated calendar for the Executive Director, prioritize meeting requests, and make informed decisions regarding scheduling changes.

4. Complex Issue Resolution: Provide assistance on a variety of sensitive and confidential matters, independently resolving issues as necessary.

5. Communication and Information Handling: Engage diplomatically with a diverse range of stakeholders, prepare essential documents, and facilitate the flow of sensitive information between the Executive Director and key personnel.

6. Logistical Coordination: Manage logistics for multiple committees and workgroups, including scheduling meetings and preparing necessary materials.

7. Data Preparation and Analysis: Assist in compiling materials and data for reports and special projects, which may involve research and documentation.

8. Office System Development: Create efficient office systems to meet reporting and process needs, including tracking proposal developments and maintaining website content.

9. Action Item Coordination: Track and coordinate action items with administrators, leadership teams, committee members, and faculty.

10. Fiscal Administration Support: Aid in fiscal administration tasks, including payment authorizations and ensuring compliance with institutional policies.

11. Special Project Management: Undertake unique and sensitive projects on behalf of the Executive Director, which may include supporting administrative searches and special project coordination.

Qualifications:
- Bachelor's degree in a relevant field or equivalent experience.
- Proven ability to maintain confidentiality and exercise discretion.
- Extensive experience supporting high-level executives in a fast-paced environment.
- Strong multitasking abilities with demanding timelines.
- Excellent communication skills, both verbal and written, with a focus on professionalism and diplomacy.
- Proficiency in MS Office Suite and other relevant software applications.

Special Conditions:
This position is part of a union and may require occasional evening and weekend work. A background check and DMV check are mandatory.

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