Executive Assistant - Remote
Company: University of California
Location: Santa Cruz
Posted on: September 16, 2022
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
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.
INITIAL REVIEW DATE (IRD)
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
The IRD for this job is: 08-01-2022
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
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
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
Smarter Balanced staff have a profound commitment to UCSC's
Principles of Community including embracing diversity, equity and
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
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
* 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
* 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.
* 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.
* 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
* Responds to inquiries from, staff, Consortium members, and the
public on behalf of the executive regarding organization
operations, policies and procedures.
* 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.
* 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
* Familiarity with large organizational processes, protocols and
* 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
* Experience ensuring that organizational practices, services, and
behaviors support and promote diversity among staff.
SPECIAL CONDITIONS OF EMPLOYMENT
* 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
* 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
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.
HOW TO APPLY
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
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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