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Executive Assistant - Remote

Company: University of California
Location: Santa Cruz
Posted on: September 16, 2022

Job Description:


UC Vaccination Policy: With limited exceptions, COVID-19 vaccinations are required for Covered Individuals under the Policy. Covered Individuals include all employees, students, or trainees who physically access a University facility or program in connection with their employment, appointment, or education/training.

Covered Individuals do NOT include employees who work 100% remotely with NO expectation that they will physically access any University location or program at ANY time. If 100% remote work ends, the employee is subject to policy.


UC Santa Cruz staff jobs are posted until filled. Application materials submitted by 11:59 pm on the IRD will be routed to the hiring unit for consideration. NOTE: Materials submitted after the IRD will be forwarded only at the request of the hiring unit. Submit your materials before the IRD to ensure consideration by the hiring unit.

The IRD for this job is: 08-01-2022


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 15 members (13 states, one territory and the Bureau of Indian Education). 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.

Our 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.


Under the direction of the executive staff and in compliance with the University's policies and procedures, serve as an Executive Assistant for the Smarter Balanced Assessment Consortium. Major functions and areas of responsibility include oversight and coordination of operational functions: cultivate effective relationships with service providers and key consortium partners, proof documents and coordinate the development of technical presentations, manage the executives' calendars, travel plans, and travel reimbursements. Coordinate Consortium in-person meetings including managing meeting budgets, procuring venues and tracking reimbursements. Maintain and enhance Key Consortium Documents including Governing Board Procedures, Consortium Vote Records, and Consortium Staff Procedures. Serve as Smarter Balanced coordinator for emergency planning and security matters. Perform special projects or assignments, as needed. Serve as the primary in-person point of contact to other departments.


Salary Information: Salary Range: $55,100 - $75,800 / Annually. Salary commensurate with skills, qualifications and experience.

No. of Positions: 1

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: This is a Career appointment

Job End Date: None

Work Location: University Extension, Silicon Valley / Remote

Union Representation: Non-Represented

Job Code Classification: 007384 (EXEC AST 3)

Travel: Up to 25% of the time


30% -

* Leverages organizational skills to work effectively within a complex and rapidly changing environment, to simultaneously manage a wide range of responsibilities, and to perform a variety of duties with frequently changing priorities and deadlines.
* Proficiently analyzes and resolves problems that require both independent thought and action and resourcefulness in consulting others as appropriate. Develops and maintains effective working relations with all levels of staff within Smarter Balanced, campus units, Governing States and outside vendors.
* Makes high level contacts of a sensitive nature, internally and externally requiring discretion and diplomacy.

20% -

* Oversees and ensures the daily administrative operations run smoothly for the executive's office. Manages day to day calendar, schedule and communications related to each.
* Participates in the development and implementation of efficient and effective systems for managing information, projects and communications to ensure accurate and timely responses.
* Implements related business processes.

20% -

* 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. Handles the details of a variety of matters on behalf of the executive.
* Responds to inquiries from, staff, Consortium members, and the public on behalf of the executive regarding organization operations, policies and procedures.

20% -

* Researches, compiles and summarizes issues, policies and topics; provides background information, talking points and briefing materials for the executive. Briefs executives on deadlines and the status of pending issues.
* Investigates issues and problems; drafts and prepares responses to urgent requests. Prepares responses to urgent divisional requests on behalf of the executive. Prepares confidential reports and documents for senior staff in the organization.
* Maintains a comprehensive database of initiatives and assignments, to include actions delegated.
* Effectively uses word processing, spreadsheet, and database management applications for desktop computers, such as Word, Excel, Outlook, and FileMaker Pro. to complete daily work.

10% -

* Organizes ad hoc committees and meetings appointed by the executive on a broad range of issues. Captures and communicates meeting notes, decisions, and action items Briefs executives on deadlines and the status of pending issues.


* Bachelor's degree in related area and / or equivalent experience / training.
* Familiarity with large organizational processes, protocols and procedures.
* Knowledge of federal regulations such as FERPA and policies and regulations regarding confidentiality.
* Thorough knowledge of common Microsoft Office applications.
* Solid analytical and problem-solving skills including the ability to clearly describe problems.
* Political acumen and sensitivities to the differing perspectives and political circumstances within all levels of the organization and external constituencies.
* Strong writing skills to communicate effectively with all levels of staff and external constituencies.
* Strong verbal communication skills to communicate effectively with all levels of staff and external constituencies.
* Ability to multi-task with demanding timeframes.
* Ability to use high-level discretion and maintain a high level of confidentiality.
* Experience ensuring that organizational practices, services, and behaviors support and promote diversity among staff.


* Selected candidate will be required to pass a pre-employment criminal history background check.
* Ability to work remotely from a home office and be able to fulfill requirements of the UCSC telecommuting agreement.
* Ability to work long periods of time at a computer with or without accommodation.
* Ability to work occasional nights, weekends and/or holidays.
* Ability to travel to support in-person training events (approximately 2-6 team events per year).
* The University of California has implemented a COVID-19 Vaccination Policy covering all employees. To be compliant with the policy, covered employees must submit proof of vaccination or have an approved exception or deferral, eight (8) weeks from date of hire.


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.


Attach your resume and cover letter when applying for this job opening. Do not attach any documents to 'My Activities'. Visit our How to Apply tutorial for detailed instructions on our applicant process.


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.

Keywords: University of California, Santa Cruz , Executive Assistant - Remote, Other , Santa Cruz, California

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