Executive Assistant
Company: University of California Santa Cruz
Location: Santa Cruz
Posted on: January 20, 2023
|
|
Job Description:
Executive Assistant
Location: Santa Cruz
Job ID: 48001
JOB POSTING
NOTIFICATIONS
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.
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
hiring unit.
The IRD for this job is: 01-31-2023
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 Financial Operations and Administration division is complex and
diverse with a broad array of support services all aimed at
advancing the UCSC mission. The division comprises the following
units: Colleges, Housing and Educational Services, Financial
Affairs, Risk and Safety Services, Physical Planning Development
and Operations, Staff Human Resources, Sustainability Office, and
the Vice Chancellor FOA Office.
More information can be found here: https://foa.ucsc.edu/
JOB SUMMARY
Under the general direction of the Vice Chancellor for Financial
Operations and Administration (FOA), this position is responsible
for providing high functioning executive and programmatic support
on a wide range of topics relevant to the FOA division and works
with a diverse constituency including the University of California
Office of the President (UCOP), campus constituents and members of
the community.
APPOINTMENT INFORMATION
Salary Information: Salary Range:$82,300 - $96,200/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: UC Santa Cruz Main Campus
Union Representation: Non-Represented
Job Code Classification: EXEC AST 4 (007385)
Travel: Never or Rarely
JOB DUTIES
55% - Executive support and administrative operations
Oversees and ensures daily administrative operations for the Vice
Chancellor of FOA (VC FOA), including the development, compilation
and maintenance of meeting agendas, calendars, correspondence,
briefing and informational materials.
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 accordingly.
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.
Briefs executive in a timely fashion, with regard to priorities and
deadlines, on the status of pending issues.
Oversees coordination of travel arrangements and processing of all
paperwork.
Facilitates campus visits for high level officials and other guests
providing leadership while coordinating with others throughout
campus.
Coordinates and supervises logistics for large meetings and events
including communications.
20% - Organization and information management
Organizes ad hoc committees appointed by the VC FOA on a broad
range of issues.
Handles the details of complex and highly sensitive matters on
behalf VC FOA.
Makes high-level contacts of a sensitive nature with both internal
and external individuals.
Coordinates information from other departments and tracks to ensure
completion with sufficient time for executive review in advance of
meetings.
Maintains a comprehensive database of initiatives and assignments,
to include actions delegated to other offices.
15% - Analysis and executive briefing
Researches, compiles and summarizes complex and / or highly
sensitive issues, policies and topics; provides background
information; coordinates the compilation of talking points and
briefing materials for the VC FOA.
Prepares confidential reports and summarizes issues for senior
staff, and other officials within the UC system.
Coordinates responses to urgent divisional requests on behalf of
the executive and independently investigates issues and
problems.
10% - Emergency management
Provides support for the Vice Chancellor's role in campus emergency
management. Communicates sensitive and confidential information to
principal officers.
Maintains thorough knowledge of the campus emergency plans.
REQUIRED QUALIFICATIONS
Bachelor's degree in related area and / or equivalent experience
and / or training.
Strong analytical and problem-solving skills to identify needs and
conduct complex research, develop proposals and solutions.
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.
Strong interpersonal skills with the ability to communicate and
influence effectively with all levels of the organization and
external constituents.
Strong oral communication skills.
Strong written communication skills.
Advising and counseling skills.
Ability to successfully manage competing priorities and multi-task
with demanding timeframes.
Ability to exercise sound judgment and use a high level of
discretion and maintain all confidentiality.
Project management skills.
Ability to establish and maintain effective work systems and
records.
Proficiency with office technologies, including working in a
paperless environment.
PREFERRED QUALIFICATIONS
Advanced knowledge of the organization's processes, protocols and
procedures.
Knowledge of federal regulations such as FERPA.
Intermediate to advanced knowledge of common organization-specific
computer applications, such as Google Suite, and Asana
Recent related professional level administrative/analytical
experience in an institution of higher education.
Understanding of the issues facing higher education with experience
and sufficient background to conceptualize the mission and goals of
the division.
SPECIAL CONDITIONS OF EMPLOYMENT
Selected candidate will be required to pass a pre-employment
criminal history background check.
Will be required to work all scheduled hours on-site.
Ability to work a variable schedule including evenings and
weekends.
Selected candidate will be required to complete training within
established time frames as directed including UC compliance
training.
Ability to maintain appearance and conduct suitable for working in
a professional setting.
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.
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.
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
process.
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.
APPLICANTS ARE REQUIRED TO USE THE UCSC ON-LINE PROCESS
View full job description and access on-line application:
https://careerspub.universityofcalifornia.edu/psp/ucsc/EMPLOYEE/HRMS/c/HRS_HRAM.HRS_APP_SCHJOB.GBL?Page=HRS_APP_JBPST&Action=U&FOCUS=Applicant&SiteId=11&JobOpeningId=48001&PostingSeq=1
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; https://jobs.ucsc.edu.
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.
jeid-bc45bf8daac1204492d33519bf675398
Keywords: University of California Santa Cruz, Santa Cruz , Executive Assistant, Other , Santa Cruz, California
Click
here to apply!
|