University of California Santa Cruz — Executive Assistant

Executive Assistant

Location: Santa Cruz
Job ID: 32574

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: 03-29-2022

 

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 world.

 

DEPARTMENT OVERVIEW

The Office of the Chancellor at UC Santa Cruz oversees the administration of the university, leads large-scale initiatives, and sets the vision and goals for the university. Office members collaborate consistently with other senior leaders and teams from across the university to align policy and practice with university goals and to support the mission of the university. The Office of the Chancellor is focused on advancing the university's four primary goals: 1) advancing student success by improving retention and graduation rates and closing equity gaps; 2) increasing UC Santa Cruz's research profile and impact; 3) fostering an inclusive campus climate that embraces and values diversity and 4) making UC Santa Cruz more efficient, effective, resilient and sustainable.

More information can be found here: https://chancellor.ucsc.edu/

 

JOB SUMMARY

Contributes to and oversees the administrative management of the chancellor's office in collaboration with the executive assistant to the chancellor. Collaborates with all administrative staff in departments directly reporting to the senior leadership. Uses concepts, skills, and organization objectives to resolve the most complex issues with organization-wide impact

 

APPOINTMENT INFORMATION

Salary Information: Salary Range: $79,750 – $93,200/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: 007385 EXEC AST 4

Travel:  Never or Rarely

 

JOB DUTIES

40%

  • Directs and supports the daily administrative operations for the chancellor's office in collaboration with the executive assistant to the chancellor. This includes managing the impacted calendars of the associate chancellors, serving as back-up for the chancellor's calendar and managing travel arrangements. 
  • Functions as a gatekeeper, understanding the requirements of the chancellor and associate chancellors, to prioritize issues according to urgency and to allocate time accordingly.
  • Briefs executives in a timely fashion, with regard to priorities and deadlines, on the status of pending issues.

20%

  • Supports implementation of effective systems for managing information, projects and communications to ensure accurate and timely responses.
  • Coordinates review of all materials prepared by administrative staff for the senior leadership; ensures the soundness, and written quality of briefings.
  • Coordinates information from other departments and tracks to ensure completion with sufficient time for executive review in advance of meetings

10%

  • Works in support of the office to respond 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.
  • Makes high-level contacts of a sensitive nature with both internal and external individuals, requiring a high level of discretion and diplomacy
  • Handles the details of complex and highly sensitive matters on behalf of the executive

10% Maintains a comprehensive database of initiatives and assignments, to include actions delegated to other offices.

10% Organizes ad hoc committees appointed by the executive and associate chancellors on a broad range of issues.

10% Manages all logistical aspects of small events and VIP and recruitment visits.
 

REQUIRED QUALIFICATIONS

  • Bachelor's degree in related area and / or equivalent experience and / or training.
  • Advanced knowledge of processes, protocols and procedures in a higher education.
  • Knowledge of federal regulations relevent in higher education.
  • Intermediate knowledge of common computer applications.
  • Strong analytical and problem-solving skills.
  • 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 and excellent collaboration skills.
  • Strong oral communication skills with the ability to influence effectively. 
  • Strong skills to communicate and influence effectively in writing.
  • Ability to multi-task with demanding timeframes.
  • Ability to use a high level of discretion and maintain all confidentiality.
  • Project management skills.
  • Experience managing complex and impacted calendars.
  • Experience managing complex travel arrangements.

 

SPECIAL CONDITIONS OF EMPLOYMENT

  • Selected candidate will be required to pass a pre-employment criminal history background check.
  • Selected canditdate must have the ability to work occasional evenings and weekends.
  • Selected candidate must have the ability to travel to multiple work locations on and off campus.
  • 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.
  • 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.

 

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=32574&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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APPLY NOW: https://apptrkr.com/2914100

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