Executive Assistant California

Company: University of California Santa Cruz
Location: Santa Cruz
Posted on: September 15, 2023

Job Description:

Executive Assistant



Location: Santa Cruz
Job ID: 58201

JOB POSTING

NOTIFICATIONS

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.

HOW TO APPLY

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.
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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: 09-13-2023



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

Physical Planning, Development & Operations (PPDO) manages and oversees all University activities and services related to physical and environmental planning, design and construction, engineering, physical plant maintenance and operations, capital planning and space management, and the associated business services necessary to support these functions. The University's main campus is spread across more than 2,000 acres and includes over 500 buildings comprising more than 8 million square feet. The department includes operating budgets of over $49 million, manages a capital project portfolio of approximately $800 million, and employs over 350 full-time staff to carry forth the duties necessary for the campus' development and operation.

More information can be found at: https://ppdo.ucsc.edu/ppdo/index.html

JOB SUMMARY

The Executive Assistant provides direct administrative support and executive-level assistance to the Associate Vice Chancellor for Physical Planning, Development & Operations (AVC-PPDO), and the high-profile functions (real estate, physical planning, design, construction, engineering, maintenance, and operations) overseen by that position. General direction and oversight are provided by the AVC-PPDO. Assignments require a high level of independence and initiative in their execution and implementation and are of a highly confidential and critical nature to support the executive on matters of significance. The Executive Assistant supports the AVC-PPDO by leading and undertaking assignments associated with executive administrative support, calendar management, travel and meeting coordination, department-level communications and marketing, and coordination of department human resources recruitment, retention, and morale building efforts, as well as other general areas of administrative support. The position also requires the incumbent to work closely with PPDO leadership team members on department reports, administrative and compliance issues, responding to emerging inquiries, and facilitating communication necessary to resolve problems. These duties require a high level of independence and initiative to manage a complex workload with competing, swiftly shifting priorities and possess diplomacy and advanced communications skills necessary to deal effectively with a diverse clientele from within the University and from the public sector. To be successful, the incumbent must have the ability to respond flexibly and positively in all circumstances, to cope with ambiguity, and to work effectively under pressure in a dynamic environment with frequent interruptions and deadlines.

APPOINTMENT INFORMATION

Budgeted Salary: $73,300-$90,000/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: EXEC AST 3 (007384)

Travel: Up to 25% of the time

JOB DUTIES

20% - Executive Level Calendaring & Meeting Support

Oversees the AVC-PPDO's complex calendar including prioritizing and scheduling appointments. Independently determines the importance of requested meetings and coordinates to accommodate needs so as to ensure use of time is highly efficient.
Prepares detailed daily briefing materials for the AVC prior to meetings, including direct support for campus committee appointments. Provide pertinent facts, data, and other background information as necessary for meetings, reports, inquiries, agendas, and presentations.
Coordinates department meetings and trainings as necessary, including event planning, room reservations, catering, and audio-visual presentation set-up.
Coordinates assigned meetings for other PPDO functions based on direction from the AVC-PPDO. This includes supporting complex and/or critical meetings.
Arranges travel plans for the AVC-PPDO, prepares travel advances/reimbursements, and reconciles expenditures with advances.



20% - Executive Level Communication

Coordinates workflow, communications, processes, and procedures for all work done in direct support of the AVC, often of a sensitive or confidential nature, including audit responses, settlement actions, signature items, and emergency situations relating to campus safety and security.
Coordinates with the Vice Chancellor FOA (VC FOA) executive assistant and VC FOA on activities involving the AVC in response to current events.
Oversees the AVC-PPDO's general communications, interacting directly on behalf of the AVC-PPDO with the offices of the Chancellor, Vice Chancellors, Deans, faculty, students, donors, external agencies, and the public.



20% - Research & Analysis

Researches, compiles, and summarizes issues, policies, and topics; provides background information, talking points, and briefing materials for the AVC-PPDO. Drafts and prepares responses to issues where requested.
Proactively tracks assignments made to others on the AVC-PPDO's behalf and ensures deadlines are met. Reviews and evaluates incoming correspondence and materials, identifies action items, and tracks items from receipt to completion. Independently, or in consultation, directs issues to the appropriate managers for resolution. Advises the AVC-PPDO on the status of action items.
Independently analyzes information requests and initiates a wide variety of correspondence and reports for signature/approval on behalf of the AVC-PPDO.



20% - Administrative Support

Exercises independent judgment in bringing information and issues relating to the affairs of the department to the attention of the AVC-PPDO, including political or time-sensitive issues as they occur, current status, actions taken, and when appropriate, anticipates the need to provide background or policy-related information.
Participates in the development and implementation of efficient and effective systems for managing information, projects, and communications to ensure accurate and timely responses.
Makes high-level contacts of a sensitive and/or confidential nature, internally and externally, which require discretion and diplomacy. Prepares confidential reports as requested.



20% - General Administrative Support

Serves as general reception and greeter for visitors to the AVC-PPDO's office or for others seeking out individuals who work within PPDO.
Maintains the PPDO business continuity plan ensuring others provide information as necessary to update such. Advises the AVC-PPDO of necessary revisions or structural changes which should be considered.
Assist AVC-PPDO with the implementation of employee morale programs and initiatives to increase connectivity, teamwork, understanding, and shared experiences between PPDO units.



REQUIRED QUALIFICATIONS
Bachelor's degree in related area and / or equivalent experience / training.
Excellent business writing skills to manage correspondence, draft concise reports, develop protocols and procedures, and develop communication tools/templates for use by others. To include the correct application of grammar, composition, spelling, and punctuation and ability to use Microsoft Word and Google Docs at an advanced level.
Thoroughly developed executive-level administrative support skills including scheduling and coordinating a complex schedule and designated meetings.
Strong administrative and analytical skills with the ability to analyze complex information, problems, and processes in an objective manner in order to formulate conclusions that provide a sound basis for establishing priorities, selecting appropriate courses of action and making recommendations.
Excellent organizational skills sufficient to handle multiple projects and assignments with the ability to take initiative and independently prioritize, plan, organize, coordinate and perform work in various situations where numerous, competing demands are involved while maintaining a strong commitment to quality standards. Demonstrated ability to prioritize assignments and independently organize work, demonstrated initiative and follow through to meet deadlines with minimal or no direction with high degree of individual initiative and problem-solving abilities.
Ability to effectively interpret, organize and present information, ideas and concepts in written or presentation format and use consultative, collaborative and facilitation skills to obtain decisions required to move forward toward implementation. To include the ability to accurately gather data and compile written reports.
Ability to effectively analyze information, problems, situations, practices and procedures in order to identify relevant concerns, patterns, tendencies and relationships and then formulate logical and objective conclusions, alternative solutions, and recommendations for improvement or resolution.
Developed communication and marketing skills to promote the department including the development and maintenance of websites/webpages and social media platforms.
Advanced customer service skills and ability to effectively communicate as necessary to resolve issues in a manner resulting in customer satisfaction and understanding.
Experience as an executive assistant to a high level executive within a medium to large, complex organization.




PREFERRED QUALIFICATIONS
Knowledge of human resources including organizational development, recruitment, retention, and morale-building efforts. To include ability to develop specialized programs, protocols, and procedures as well as interpret policies and apply them to situations that arise.
Excellent spreadsheet skills to manage financial worksheets as well as information logs. Ability to use Microsoft Excel and Google Sheets at an intermediate level.
Experience working in an institution of higher education.



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 ability to move materials weighing up to 20 lbs. with or without accommodation.
Will be required to work a hybrid work schedule, days of the week and number of days to be determined, and be able to fulfill requirements of the UCSC telecommuting agreement.
Ability to work occasional evenings and weekends as directed.
Selected candidate will be required to complete training within established time frames as directed including UC compliance training.
Ability to travel to multiple work locations on and off campus.
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.



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=58201&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.



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