Executive Assistant

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INITIAL REVIEW DATE (IRD)

Application materials submitted by 11:59 pm on the IRD will be routed to the hiring unit for consideration. Materials submitted after the IRD will ONLY be forwarded at the request of the hiring unit. To ensure your application is routed for consideration, submit your materials before 11:59 p.m. on the IRD. Talent Acquisition cannot accept application materials outside of the jobs portal, and is unable to update submitted applications on an applicant's behalf, or forward communications to the hiring units. For more information about the IRD and the applicant review process, view this link.

The IRD for this job is: 02-27-2024

ABOUT UC SANTA CRUZ

UC Santa Cruz is a public university like no other in California, combining the experience of a small, liberal arts college with the depth and rigor of a major research university. It's known as an unconventional place where innovation and experimentation is part of the campus's DNA. That playful, bold spirit still thrives today, all on a campus renowned as among the most beautiful in the world.

DEPARTMENT OVERVIEW

The Division of Student Affairs and Success (DSAS) is a division united in service of students. The division's North Star values include student-centered decision-making, innovation, and equity and inclusion. DSAS consists of nearly 800 team members spanning 35 departments and 4 major units, each led by an associate vice chancellor. The division provides campus-wide coordination and leadership for student success programs, activities, and initiatives. The division also does its work through a range of resource centers dedicated to providing direct student support. The division's work is grounded in educational equity, institutional responsibility, and an unfettered commitment to supporting the whole student. The division aspires to ensure every student feels welcomed, supported, and a sense of belonging during their time on campus. The division's efforts are informed by robust and dynamic relationships with campus leadership, faculty, students, and staff from across the campus, reflecting the broad campus commitment to ensuring student success. Beyond UC Santa Cruz, the team is involved in numerous professional organizations and highly engaged in the local community.

More information can be found at: https://studentsuccess.ucsc.edu

JOB SUMMARY

The Executive Assistant provides high-level executive, administrative, and analytical support in a wide range of areas including managing a complex calendar, special projects and events, management of email, calendars, travel, and problem-solving for day-to-day office operations. The incumbent performs and oversees special projects or assignments that are highly sensitive or complex in nature, requiring a high degree of independence and initiative in execution and implementation. The Executive Assistant handles details and oversees work of a highly confidential and critical nature in support of the executive on matters of significance. The Executive Assistant will support the Vice Chancellor and the Assistant Vice Chancellor and Chief of Staff.

APPOINTMENT INFORMATION

Budgeted Salary: $94,000 - $104,000 / Annually. Salary commensurate with skills, qualifications and experience.

Under California law, the University of California, Santa Cruz is required to post a reasonable estimate of the compensation for this role. The salary shown above is the budgeted amount the University reasonably expects to pay and the salary extended should not exceed this posted amount.

Benefits Level Eligibility: Full benefits

Schedule Information:

• Full-time, Fixed

• Percentage of Time: 100%, 40 Hours per Week

• Days of the Week: Mon-Fri

• Shift Includes: Day

Employee Classification: Career appointment

Job End Date: None

Work Location: UC Santa Cruz Main Campus

Union Representation: Non-Represented

Job Code Classification: 007385 (EXEC AST 4)

Travel: Never or Rarely

JOB DUTIES

70% - Executive Support

• Directs the daily administrative operations for the executive's office. Develops and implements efficient and effective systems for managing information, projects, and communications to ensure accurate and timely responses.

• Functions as the gatekeeper, understanding the requirements of the executive, in order to prioritize issues according to urgency, and to allocate time for scheduled events, travel, and meetings. Ensures parties are informed and prepared, and any barriers or risks are brought to the attention of the VCSAS or other appropriate staff for resolution.

• Maintains a complex calendar of meetings and events that require constant assessment and prioritization. Arranges all meetings that involve the VCSAS.

• Handles the details of complex and highly sensitive matters on behalf of the executive.

• Maintains a comprehensive database of initiatives and assignments, including actions delegated to other offices.

• Responds to a wide variety of questions and issues from faculty, staff, students, and the public on behalf of the executive, including those highly sensitive in nature.

• Researches, compiles, and summarizes complex and highly sensitive issues, policies, and topics. Provides background information, talking points, and briefing materials for the executive.

• Briefs executive in a timely fashion, with regard to priorities and deadlines, on the status of pending issues.

• Prepares confidential reports and summarizes issues for senior staff, and other officials within the UC system.

• Handles the details of complex and highly sensitive matters on behalf of the executive.

• Makes high-level contacts of a sensitive nature with both internal and external individuals, requiring a high level of discretion and diplomacy.

• Researches, analyzes, and synthesizes information to prepare executive briefings, reports, and summaries.

• Coordinates information from other departments and tracks to ensure completion with sufficient time for executive review in advance of meetings.

• Participates in, and provides logistical oversight for, a number of committees chaired by the VCSAS and AVC/COS, meetings with senior leadership, and the divisional leadership team, cabinet, and central office staff.

• Tracks expenditures and coordinates CTE and ProCard processing and submittal in a timely fashion. Other duties as assigned in support of the VCSAS.

• Monitors the VCSAS email account; Responds to both internal and external inquiries in a professional and timely manner, demonstrating sensitivity, tact, confidentiality, and discretion.

• Orders supplies for the Vice Chancellor's Office and divisional suite, including office supplies, business equipment, and supplies for meetings. As needed, drives to pick up supplies, run errands for the Vice Chancellor's Office, or pick up refreshments.

15% - Event Management

• Oversees event and meeting production on behalf of the Vice Chancellor and AVC/Chief of Staff; this may include planning small meetings, committee activities, and larger division-wide events by arranging refreshments, purchasing supplies, driving to pick up supplies and catering, contracting with vendors, etc.

• Coordinates and provides support for special events and division-wide activities such as professional development events, division-wide meetings, etc. Researches vendors, completes contracts, books venues, managing communication, and RSVP lists.

15% - Executive Office Support

• Maintains the Vice Chancellor Offices in a neat, professional, and organized manner. This includes storing supplies for events and meetings, tidying the office, hanging artwork and seasonal decorations, and ensuring that furniture, fixtures, surfaces, etc. are cleaned regularly.

• Serves as steward for keys and building access for divisional offices in Kerr Hall, assists new employees by coordinating badge access, and issues keys for staff in the DSAS divisional suite at Kerr 165.

REQUIRED QUALIFICATIONS

• Demonstrated experience in executive support, including experience providing administrative support in a dynamic, fast-paced environment.

• Advanced knowledge of common organization-specific computer applications.

• Strong 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.

• Advanced service orientation.

• Excellent interpersonal skills with an ability to maintain a high level of professionalism in all situations and effectively interact with flexibility, tact, sensitivity, and helpfulness with individuals at all levels.

• Ability to multi-task with demanding timeframes.

• Ability to use a high level of discretion and maintain all confidentiality.

• Small to mid-level project management skills.

• Demonstrated ability to work in a variety of situations (independently, collaboratively, or with minimal supervision).

• Cultural competence and interpersonal skills to establish and maintain effective working relationships with diverse groups.

• Excellent communication skills for writing, preparing, editing and presenting presentations and reports. Skills to clearly and accurately express substance and nuance in both written and oral communications.

• Demonstrated experience in coordinating events, meetings and conferences, including planning and execution.

PREFERRED QUALIFICATIONS

• Ability to assimilate information on a broad range of UC and UCSC policies and procedures into daily activities.

SPECIAL CONDITIONS OF EMPLOYMENT

• Selected candidate will be required to pass a pre-employment criminal history background check.

• Must possess a valid license to drive in the state of California.

• Ability to work long periods of time at a computer with or without accommodation.

• The selected candidate will be required to work primarily on campus, with periods of remote work possible based on operational needs. If a hybrid work schedule is confirmed, the selected candidate must be able to work successfully from a home/remote office and be able to fulfill the requirements of the UCSC telecommuting agreement.

• Ability to work a variable schedule.

• Ability to occasionally work overtime with little or no advance notice.

• Ability to respond to emergencies after hours as necessary.

• Selected candidate will be required to complete training within established time frames as directed including UC compliance training.

• Clery Act: This position has been identified as a Campus Security Authority (CSA); required to report crimes, incidents, and disciplinary referral statistics as required by the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (20 USC § 1092(f)).

• Ability to travel to multiple work locations on and off campus.

• Ability to travel within a defined regional or service area.

• Ability to maintain appearance and conduct suitable for working in a professional setting.

• The University of California has implemented a Vaccination Policy covering all employees. Employees, including new hires, are required to comply with any applicable policies relating to the University of California vaccine program.

• Per the Child Abuse and Neglect Reporting Act (CANRA), this position has been identified as a Mandated Reporter. The selected candidate will be required to report known or suspected child abuse or neglect as defined by CANRA and will be required to sign a Statement Acknowledging Requirement to Report Child Abuse prior to commencing employment. CANRA Penal Codes, and related definitions, requirements, and responsibilities may be obtained here.

SAFETY STATEMENT

All UCSC employees must understand and follow job safety procedures, attend required health and safety training, proactively promote safety at work, and promptly report actual and potential accidents and injuries.

EEO/AA

The University of California is an Equal Employment 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. UC Santa Cruz is committed to excellence through diversity and strives to establish a climate that welcomes, celebrates, and promotes respect for the contributions of all students and employees.