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Executive Administrator for the Executive Director

Company: University of California Santa Cruz
Location: Santa Cruz
Posted on: September 19, 2023

Job Description:

Executive Administrator for the Executive Director

Location: Remote
Job ID: 58949


This position works remotely requiring a telecommuting agreement and adherence to the UCSC Telecommuting/Remote Work Guidelines. The employee shall be available in a full-time capacity during assigned telecommuting work hours (specific hours to be discussed with supervisor). While telecommuting/remote working, the employee is responsible for ensuring a worksite environment suitable for accomplishing their regular job duties during scheduled hours of work and, if applicable, arranging for dependent care just as they would if they were working at the regular UCSC worksite.



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's COVID-19 vaccine program.


For full consideration, applicants should attach their resume and cover letter when applying for a job opening. For guidance related to the application process or if you are experiencing difficulties when applying, please review the Applicant Resources on our Talent Acquisition website.
How to ApplyTroubleshootingTips for Applicants


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: 09-25-2023


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.


The Smarter Balanced Assessment Consortium (SBAC) is a public agency supported by 13 members (states and territories). Through the work of thousands of educators, Smarter Balanced created an online assessment system aligned to the Common Core State Standards (CCSS), as well as tools for educators to improve teaching and learning. Smarter Balanced is housed at the University of California Santa Cruz (UCSC) Silicon Valley Extension.

SBAC's work is guided by the belief that a high-quality assessment system can provide information and tools for teachers and schools to improve instruction and help students succeed - regardless of disability, language, or subgroup. We involve experienced educators, researchers, state and local policymakers, and community groups working together in a transparent and consensus-driven process.

Smarter Balanced staff have a profound commitment to UCSC's Principles of Community including embracing diversity, equity, and inclusion.

UCSC Extension provides professional training that reflects the academic rigor of the University of California and the hands-on, roll-up-your-shirtsleeves practicality of Silicon Valley culture. Developed with guidance from key industry leaders and academic experts, our certificate programs match the economic demand of your industry, from engineering to business, education to bioscience. The University of California reviews and approves UCSC Extension courses and programs for academic content, merit, and instructor qualifications. Many of our courses may be applied toward degree programs or may be eligible for professional certificates and licenses.

More information can be found at


The Executive Administrator for the Executive Director provides critical high-level oversight of administrative operations for the Executive Director's team in Smarter Balanced and the processes associated with the governance for the Consortium. The Executive Administrator plans and implements strategic goals, operational objectives, and work plans related to the work of the Executive Director, Governing Board, and the Executive Committee of the Governing Board. To achieve the desired outcomes, the Executive Administrator delegates, monitors, and reviews assignments across the organization on behalf of the Executive Director. Similarly, incumbent is responsible for planning, preparing, administering, and directing resources for the executive team. Success in this role requires attention to detail, ingenuity, discretion, and flexibility.


Budgeted Salary: $74,300 - $98,285/year. 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: Remote

Union Representation: Non-Represented

Job Code Classification: 007377 (ADMIN OFCR 3)

Travel: Up to 25% of the time


35% - Administrative Operations
Oversees, plans, and administers a range of administrative operations for the Executive Director.
Engages in strategic planning of Executive Committee and associated Governing Board decisions. Ensures that decisions are well planned, and supported by meetings and documents that are coherent, engaging, and achieve the desired outcomes.
Provides critical and high-level advice and administrative functions that ensure the Executive Director is able to address the highest organizational priorities based on a comprehensive understanding of the Executive Director's role and the needs of the organization.
Makes decisions in support of the executive team and has authority over executive resources processes and unit procedures.
Has oversight of and provides direction to other staff in support of organization-wide projects as needed.
Interprets University of California policies as well as Consortium practices and advises the executive accordingly.

25% - Executive Projects
Responsible for initiating and managing projects and associated contracts that fall under the direct purview of the Executive Director.
Maintains a system of accountability among the Executive team to ensure that there is sufficient Executive oversight regarding the progress of the organization as it relates to the strategic plan, organizational key performance metrics, and the timely completion of high priority tasks and projects.
As necessary, reviews contracts, request for proposals, non-disclosure agreements and other binding documents to ensure that statements of work, proposed deliverables, and service levels, meet the Executive Director's requirements.

25% - Communication
Engages with a broad range of constituents both internal and external to the organization.
Leads the design of content, prepares documents, and correspondence for internal and external organizational constituents as needed.

15% - General Administration
Makes recommendations on maintaining and strengthening internal controls to protect University resources.
Develops and prepares budgets, financial and other reports which may be complex.

Bachelor's degree in related area and / or equivalent experience / training.
Minimum of 5 years experience in using critical thinking, problem solving, and strategic communication to support an executive leader.
Minimum of 5 years experience in using critical thinking, problem solving, and strategic communication to support a Board of Directors or Trustees for a non-profit organization or government agency.
Excellent verbal and active-listening skills.
Demonstrated of excellent writing skills including the ability to proof documents, adhere to style guidelines and otherwise maintain a high standard for documents and presentation materials.
Excellent organizational skills, ability to manage tasks and projects, fluctuating workloads, and multiple assignments with ongoing demanding timelines.
Ability to use discretion and maintain confidentiality.
Ability to work cooperatively in a team environment and to develop lasting working relationships.
Experience using strong customer service skills in association with heads of government agencies, organizational leaders, and critical stakeholders.
Knowledge of in-person and virtual event and meeting planning.
Proficient working knowledge of Microsoft Office Suite (Excel, Word, Outlook, and PowerPoint).
Demonstrated commitment to principles of diversity, equity and inclusion in higher education and the workplace.
Demonstrated experience in producing deliverables based on the terms of contract.
Experience ensuring that organizational practices, services, and behaviors support and promote diversity among staff.

Thorough knowledge of University of California rules and regulations, processes, protocols and procedures for budget, accounting and fund management, and/or personnel management.
Thorough knowledge regarding the operations of K-12 educational organizations (e.g. schools, districts, state departments of education).
Minimum of 5 years experience supporting a K-12 District School Board.
Knowledge regarding large scale educational assessment.

Selected candidate will be required to pass a pre-employment criminal history background check.
Ability to work long periods of time at a computer with or without accommodation.
Must be able to work remotely from a home office and be able to fulfill requirements of the UCSC telecommuting agreement.
Ability to work overtime including evenings, nights, weekends and holidays to meet operational needs, and work an alternate work schedule shift as required.
Selected candidate will be required to complete training within established time frames as directed including UC compliance training.
Ability to travel nationally.
Ability to maintain appearance and conduct suitable for working in a professional setting.


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.


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.

View full job description and access on-line application:

To ensure review of application materials by the hiring unit, they must be submitted on or before the initial review date (IRD) via the Staff Employment Opportunities web site; A computer is available at the UC Santa Cruz Staff Human Resources Office located at Scotts Valley Center. The Scotts Valley Center is located at 100 Enterprise Way, Suite E100, Scotts Valley, CA 95066. To learn more or to request disability accommodations, call 831-459-2009. Hearing impaired are encouraged to use the California Relay Service at 800-735-2922. UC Santa Cruz is an Equal Opportunity Employer.

The University of California 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. 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.


Keywords: University of California Santa Cruz, Santa Cruz , Executive Administrator for the Executive Director, Executive , Santa Cruz, California

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