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Executive Assistant (7384U) 19777

Employer
University of California, Berkeley
Location
San Francisco
Closing date
Jul 2, 2021

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Institutional & Business Affairs, Clerical & Administrative Support
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Job Details



Executive Assistant (7384U) 19777 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: July 1, 2021

Departmental Overview

L&S is composed of six divisions (Arts and Humanities, Biological Sciences, Mathematical and Physical Sciences, Social Sciences, the Undergraduate Division, and L&S Core), which include over 40 academic departments, approximately 800 faculty, 22,000 students, and 600 staff. L&S is supported by a General Fund budget of $245 million; annual expenditures, including restricted funds, exceed $455 million.

The Executive Assistant (EA), reports to the Chief Administrative Officer (CAO) of the Undergraduate Division, and provides senior level administrative support to the Executive Dean of the College of Letters and Science and their team, which includes comprehensive management of the Dean's calendar, assembling background materials for meetings and events, and coordinating communications and pertinent data among the various departments, programs and other campus constituents. Provides high-level analytical support for the Dean, independently investigating issues, compiling information, generating reports and briefing materials. As part of the college support team, performs special projects to ensure that divisional goals and objectives are met, particularly in support of the academic personnel and finance functions. Also works in partnership with the EA team to ensure the smooth operation of the L&S Deans' Office.

Responsibilities

EXECUTIVE SUPPORT FUNCTIONS
  • Participates in the development and implementation of efficient and effective systems for managing information, projects and communications to ensure accurate and timely responses.
  • Manage the Dean's to-do list, provide timely briefings, advise on priorities and deadlines and track status of pending issues.
  • Prepare written communications on behalf of the Dean.
  • Independently investigate issues and problems; gather and compile information from departments, and prepare summary reports. Provide talking points and briefing materials for the Dean for various projects.
  • Establish and maintain strong working relationships with all levels of constituents, both internal and external to the University which requires a high level of discretion and diplomacy.

MANAGEMENT OF EXECUTIVES' SCHEDULES AND MEETING COORDINATION
  • Oversees and ensures the daily administrative operations run smoothly for the executive's office.
  • Manage all aspects of the Dean and Associate Dean's schedules--including but not limited to calendaring large and complex meetings with internal and external stakeholders, tracking meeting requests and commitments, communicating efficiently with meeting participants and support staff, and coordinating meeting logistics and facilitating travel arrangements. This includes duties in support of the Dean's other university-related activities as a member of the UC Berkeley faculty and for service broadly to the national and international educational community.
  • Provide planning and logistical support for meetings, retreats, and events including scheduling, participant communication and interface, maintaining distribution lists, making room reservations, arranging for catering, prepping and distributing materials, AV support, student assistant oversight, and related tasks.
  • Provide calendaring and related administrative support to the senior staff (Assistant Executive Dean for the College and Assistant Dean for Administration and Finance for the division), as needed, and 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.

FRONTLINE SUPPORT
  • 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.
  • Serve as first point of contact for the Dean and provide reception services, prioritizing issues according to urgency. Respond to routine inquiries from faculty, staff, students and the public on behalf of the Dean and forward situations/issues presented by staff, faculty, and external constituents to appropriate senior administrators as needed.
  • Briefs executives on deadlines and the status of pending issues.

SPECIAL PROJECTS
  • Performs and/or coordinates special projects independently, and/or as a member of a team.
  • Other duties as assigned by Dean, Associate Deans, and senior leadership

OFFICE MANAGEMENT AND OPERATIONS
  • Assists in ensuring that administrative operations run smoothly for the EDLS.
  • Coordinate College activities with Executive Assistants in L&S Deans' Office
  • Participates in the development and implementation of efficient and effective systems for managing information, projects and communications to ensure accurate and timely responses.
  • Serve as division's Safety Coordinator. Work with Office Assistant to maintain safety manuals, safety supplies, and ensure new employees are oriented to workplace safety. Attend building safety committee meetings. Communicate information on identified hazards, precautions, and required corrective actions throughout the department. Conducts or coordinates periodic workplace self-inspections. Maintains departmental safety postings. Acts as liaison between the department and EH&S and other campus safety resources for assistance with issues such as hazard evaluations and appropriate corrective actions, unwanted hazardous materials, chemical emergency response, or drain disposal.

Required Qualifications
  • Excellent analytical/problem-solving skills.
  • Exceptional attention to detail.
  • 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.
  • Excellent oral and written communication skills to communicate effectively with all levels of staff, faculty, alumni/donors, students and external constituents.
  • Strong skills to communicate effectively with all levels of staff, faculty, alumni / donors, students and external constituencies, both verbally and in writing.
  • Strong service orientation.
  • Ability to effectively work both independently and in collaboration with others at varying levels of the organization.
  • Ability to use high-level discretion and maintain a high level of confidentiality.
  • Solid skills in problem identification. Thorough knowledge of common organization-specific and other computer application programs and/or equivalent systems.
  • Ability to multi-task with demanding timeframes.
  • Proficiency in Word and Excel.
  • High school diploma and/or equivalent experience/training

Preferred Qualifications
  • Project management skills
  • Knowledge of or can quickly learn campus processes, protocols, and procedures.
  • Knowledge of federal regulations such as FERPA.
  • Mastery of common campus and other computer application programs and office technology tools and/or equivalent systems.

Salary & Benefits

This is a monthly paid (exempt) position. Annual salary is commensurate with experience.

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

https://ucnet.universityofcalifornia.edu/compensation-and-benefits/index.html

How to Apply

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

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:

https://www.eeoc.gov/sites/default/files/migrated_files/employers/poster_screen_reader_optimized.pdf
For the complete University of California nondiscrimination and affirmative action policy see:
http://policy.ucop.edu/doc/4000376/NondiscrimAffirmAct



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=19777&PostingSeq=1





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