Executive Assistant 3 (7384U) 12362

San Francisco
Oct 28, 2020
Employment Type
Full Time
Institution Type
Four-Year Institution

Executive Assistant 3 (7384U) 12362 About Berkeley

At the University of California, Berkeley, we are committed to creating a community that fosters equity of experience and opportunity, and ensures that students, faculty, and staff of all backgrounds feel safe, welcome and included. Our culture of openness, freedom and belonging make it a special place for students, faculty and staff.

The University of California, Berkeley, is one of the world's leading institutions of higher education, distinguished by its combination of internationally recognized academic and research excellence; the transformative opportunity it provides to a large and diverse student body; its public mission and commitment to equity and social justice; and its roots in the California experience, animated by such values as innovation, questioning the status quo, and respect for the environment and nature. Since its founding in 1868, Berkeley has fueled a perpetual renaissance, generating unparalleled intellectual, economic and social value in California, the United States and the world.

We are looking for equity-minded applicants who represent the full diversity of California and who demonstrate a sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds present in our community. When you join the team at Berkeley, you can expect to be part of an inclusive, innovative and equity-focused community that approaches higher education as a matter of social justice that requires broad collaboration among faculty, staff, students and community partners. In deciding whether to apply for a position at Berkeley, you are strongly encouraged to consider whether your values align with our Guiding Values and Principles, our Principles of Community, and our Strategic Plan.

Application Review Date

The First Review Date for this job is: November 9, 2020

Departmental Overview

The Research Administration and Compliance Office (RAC), led by an Assistant Vice Chancellor, is the administrative office at UC Berkeley responsible for facilitating and ensuring campus compliance with federal, state, and university regulations pertaining to research administration. RAC is a unit within the Office of the Vice Chancellor for Research. RAC includes the Office of Animal Care and Use, the Conflict of Interest program, the Export Control program, the Office for the Protection of Human Subjects, the Sponsored Projects Office, and the RAC Information Systems unit.



This position involves providing administrative oversight for an executive, including the coordination of communications and pertinent data among a group of the executive's subordinate management staff. Performs and/or oversees special projects or assignments that are sensitive or complex in nature, requiring a high level of independence and initiative in execution and implementation. Handles details and oversees work of a highly confidential and critical nature to support the executive on matters of significance.
  • Oversees and ensures the daily administrative operations run smoothly for the executive's office. Implements related business processes. Receives assignments on project basis and fully analyzes problems, gathers data and information, and recommends solutions. Develops and implements procedures for supply inventory and to keep equipment in good working condition. Administers facilities and space logistics and manages equipment needs. Acts as safety coordinator.
  • Forwards situations and issues presented by staff, faculty and external constituents to appropriate managers for resolution. Handles the details of a variety of matters on behalf of the executive. Responds to inquiries from faculty, staff, students and the public regarding campus operations, policies and procedures and forwards to appropriate party. Investigates issues and problems; drafts and prepare responses to urgent requests.
  • 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. Makes high level contacts of a sensitive nature, internally and externally requiring discretion and diplomacy.
  • Maintains a comprehensive database of initiatives and assignments, to include actions delegated. Organizes ad hoc committees appointed by the executive on a broad range of issues. Prepares responses to urgent divisional requests on behalf of the executive.
  • Researches, compiles and summarizes issues, policies and topics; provides background information, talking points and briefing materials for the executive. Maintains and further develops knowledge of applicable federal, state, local, sponsor and institutional regulations, policies, and guidelines.
  • Reviews budgets, financial reports, and purchase records for RAC and constituent units. Reconciling the financial transactions for purchases and other charges and maintain the documentation for these transactions.

Required Qualifications
  • Demonstrated administrative support experience.
  • Political acumen and sensitivities to the differing perspectives and political circumstances within all levels of the Campus as well as the Office of the President and external constituencies.
  • Strong service orientation.
  • Strong skills to communicate effectively with all levels of staff, faculty, alumni/donors, students and external constituencies; both verbally and in writing.
  • Strong skills in analyses and complex problem-solving.
  • Advising and counseling skills.
  • Ability to multi-task with demanding timeframes.
  • Ability to use high-level discretion and maintain a high level of confidentiality.
  • Requires independent judgment and strong organization and communication skills and customer service focus across broad and diverse subject areas
  • Demonstrated knowledge of generally accepted accounting, fiscal and reporting principles.
  • Proficiency working with computer and information management systems.
  • Ability to perform financial analysis and customized reporting.
  • Demonstrated competence in the use of spreadsheet and database software in financial analysis, fiscal management and financial reports
  • Familiarity with campus processes, protocols and procedures, including those related to research administration and compliance.
  • Thorough knowledge of or ability to gain knowledge of common campus-specific and other computer application programs.
  • Bachelors degree in related area and/or equivalent experience/training.

Salary & Benefits

For information on the comprehensive benefits package offered by the University visit:


How to Apply

Please submit your cover letter and resume as a single attachment when applying.

Other Information

This is a full-time, career position

Conviction History Background

This is a designated position requiring fingerprinting and a background check due to the nature of the job responsibilities. Berkeley does hire people with conviction histories and reviews information received in the context of the job responsibilities. The University reserves the right to make employment contingent upon successful completion of the background check.

Equal Employment Opportunity

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, or protected veteran status. For more information about your rights as an applicant see:

For the complete University of California nondiscrimination and affirmative action policy see:

To apply, visit https://careerspub.universityofcalifornia.edu/psp/ucb/EMPLOYEE/HRMS/c/HRS_HRAM.HRS_APP_SCHJOB.GBL?Page=HRS_APP_JBPST&Action=U&FOCUS=Applicant&SiteId=21&JobOpeningId=12362&PostingSeq=1

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