Executive Assistant To The Vice Chancellor, University Advancement

Department: University Advancement
Req No.: 2014-0589
Location: UCI Campus - Irvine

Job Summary

The Vice Chancellor for University Advancement has overall responsibility for providing leadership and oversight for the campus' advancement programs (strategic campaign communications, community and government relations, fundraising, and development finance and administration units). Additionally the Vice Chancellor for University Advancement provides leadership and oversees operations for the University of California, Irvine Foundation. The incumbent is responsible for providing executive level staffing to the Vice Chancellor, University Advancement on a wide range of issues, projects, programs, and other matters relating to the campus. These duties include performing analysis of complex, confidential and sensitive issues of a broad scope which supports the objectives and activities of University Advancement. The incumbent informs the Vice Chancellor, University Advancement of the emerging issues and events that affect the campus and responds with tact and diplomacy on behalf of the Vice Chancellor through verbal and/or written communications. In addition, the incumbent coordinates assignments that must be accomplished with other key administrators, including the Chancellor, Provost and Executive Vice Chancellor, Vice Chancellors, Deans and serves as liaison for the Vice Chancellor to the campus/public officials, including high level business executives, major donors, government officials, academic units, administrative and executive staff, faculty and students. This position will have a dotted reporting line to the Chief of Staff for University Advancement.

 

Salary: Commensurate with experience

Work Schedule: 8-5, M-F

Career Position.

Final candidate subject to background check.

As a federal contractor, UC Irvine is required to use E-Verify to confirm the work status of individuals assigned to perform substantial work under certain federal contracts/subcontracts.

Please attach your resume.

 

Click here to see the University Advancement website.

 

View Job Description for the position requirements. 


Job Description
Job Essential Function 1
Percent of Time: 25%
 
Calendaring
In consultation with the Chief of Staff and/or Vice Chancellor, discuss and determine calendar priorities.  
 
Manage and protect the Vice Chancellor's calendar, determining priorities of meetings and choosing between conflicting appointments.  Coordinate and schedule meetings with departmental staff, faculty, university officers and administrators, Foundation Trustees, donors and others.  
 
Take initiative to schedule and confirm appointments, draft meeting agendas, forward draft agendas to Vice Chancellor for review, edits and discussion.
 
Gather data from a variety of sources and evaluate/analyze data, prepare executive summaries and make recommendations for the Vice Chancellor.
 
Forward materials to meeting attendees two days in advance of scheduled meeting.  Materials might include individual/corporate biographical information, charts, graphs, budget information, special projects, summaries and/or presentations.
 
Research and provide relevant information or materials to ensure that the Vice Chancellor is properly prepared and briefed.  Respond to inquiries and status of scheduled meetings.  
 
Provide background and analysis and make recommendations regarding upcoming meetings, as well as university and community events.  
 
In consultation with the Office of Special Events, prepare the Vice Chancellor for the Pre-Calendar meeting and the Chancellor s Calendar meetings, execute all necessary communication, action items, analysis, and follow-up with University Advancement staff members.
 
Job Essential Function 2
Percent of Time: 25%
 
Executive Staff Support
Provide executive level staff support for the Vice Chancellor, University Advancement.
 
In consultation with the Chief of Staff and/or Vice Chancellor, prepare agendas, draft and prepare support materials in advance of meetings with trustees, donors, faculty, researchers, university administrators, Vice Chancellor s Cabinet, University Advancement teams and committees the Vice Chancellor may lead or serve on.  Take minutes for executive-level meetings as necessary.  
 
Respond to a wide range of requests for information, data, background and biographical information.
 
Research and evaluate data and formulate alternatives and options for the Vice Chancellor, University Advancement.  
 
Develop and maintain the confidential personnel files for all direct reports to the Vice Chancellor, University Advancement.  Responsible for ensuring the timely and accurate completion of personnel related documents per university procedures. (i.e. timesheets, evaluations, offer letters, updated job description)
 
Provide innovative solutions to the Vice Chancellor, University Advancement that effect the operations of the Vice Chancellor s Office.
 
Perform analysis and planning required for a wide variety of donor cultivation activities for the Vice Chancellor, involving major donors and chief executives of major corporations, legislators, board members and foundation program members. (i.e. UC Day, Corporate Day)
 
Job Essential Function 3
Percent of Time: 15%
 
Communications
Serve in a liaison role responding with tact and diplomacy for the Vice Chancellor through verbal and/or written communications.  
 
Work with the Marketing/ Communications Specialist/VC Office to coordinate and maintain various database information used for communications and constituent contact/cultivation activities. Assist the Marketing/Communications Specialist in tracking and analyzing communications activities.
 
Under the direction of the Vice Chancellor for University Advancement and/or Chief of Staff, review and appropriately respond to the Vice Chancellor s email, as needed daily.
 
Job Essential Function 4
Percent of Time: 35%
 
Planning and Management
 
10%   Planning
Responsible for planning and arranging business and social functions for Vice Chancellor, University Advancement with major donors, business leaders, and elected officials for the purpose of promoting the University, soliciting major gifts for the campus, or discussing projects.
 
Provide support to the Vice Chancellor for travel.  Assure that all travel details are arranged to the satisfaction of the Vice Chancellor, accurately and in a timely fashion, and prepare and submit university travel reimbursement forms in a timely manner.  Provide travel coordinating support for guests and other meeting attendees related to the Vice Chancellor's Office activities as needed.
 
Establish and maintain a project control system to track action items which are delegated to other advancement staff members.  Initiate contact with staff members to ensure completion within deadlines.  Inform Vice Chancellor of the progress of various projects.
 
25%        Management
Responsible for reviewing the Vice Chancellor's daily incoming mail analyzing for action needed, determining support documentation, and initiate appropriate action.  Maintain working reminder file, noting dates of importance.
 

Manage the Office of the Vice Chancellor, University Advancement records system which includes designing and executing a systematic organizational plan for all office files.
 
Interact and develop excellent working relationships with internal and external executive support staff.
 
Interact and develop excellent relationships with University of California, Irvine Foundation Trustees.
 
Interact and develop excellent working relationships with campus/public officials, including the Chancellor, Vice Chancellors, Deans, Directors, faculty, high level business executives, major donors, and elected officials.  
 
Serve on various University Advancement and campus committees and task forces to maintain familiarity and integration with campus administrative policies and programs to best serve the Vice Chancellor s administrative support needs as needed and when appropriate.
 
SKILLS, KNOWLEDGE AND ABILITIES:
 
Required:
Core Competencies:
Excellent writing and verbal communication skills.  Must possess a proficiency in communicating effectively with diverse audiences in conversations and through documents writing must be clear and concise with correct spelling and grammar.
 
Ability to problem-solve, using investigative research and analytical skills to develop and implement creative solutions.
 
Ability to be flexible in working independently as well as collaboratively with University Advancement and faculty and staff to achieve defined goals.   Use initiative to organize and follow through with complex tasks to meet deadlines.
 
Advanced computer skills in MS Office applications.  Demonstrated proficiency in using electronic research tools and techniques. Demonstrated proficiency in the use of computer applications, including Microsoft Office suite and in-house databases.
 
Skill requiring judgment to take initiative, accurately establish priorities, complete complex assignments in a timely manner, and adapt quickly to changing needs and in dealing with people who present conflicting challenges.
 
Position Specific Skills and Abilities
Demonstrated experience providing executive administrative support.  
 
Excellent interpersonal and oral communication skills to effectively and professionally communicate in person, in writing and on the telephone; demonstrated analytical and investigative skills to elicit information needed to clarify inquiries and requests; and professional skills to handle sensitive or difficult situations diplomatically, and to work effectively and sensitively with constituents from diverse cultural backgrounds and perspectives.
 
Analytical skills to determine information relevant to a problem, and to determine issues of concern to the Vice Chancellor.
 
Demonstrated ability to understand, analyze, and interpret complex written material, and financial and statistical data and formulate and communicate logical sound conclusions and recommendations.
 
Skills to develop creative solutions to general problems, initiative to attempt unfamiliar projects/assignments and respond with flexibility to requests for assistance.
 
Judgment to maintain confidentiality of sensitive issues/matters; ability to exercise discretion in dealing with controversial or potentially sensitive topics.
 
Demonstrated ability to independently exercise discretion and sound judgement.
 
Advanced written and oral communication skills.  Experience writing reports, correspondence and other documents.
 
Skills in conceptualizing, analyzing, interpreting, and communicating donor cultivation and donor relations issues, policies and educational issues to a variety of audiences.
 
Ability to interact diplomatically with diverse personalities and to exercise judgement and tact in interactions with major donors, chief executives of major corporations, legislators, board members, foundation program members, UC faculty and staff, and the public.
 
Experience in determining priorities based on general instructions and knowledge of the situation.
 
Ability to proofread and compose correspondence when supplied with the necessary facts.
 
Experience working in a development organization or demonstrated familiarity with the issues related to this field.
 
Knowledge of campus departments and their activities.
 
Excellent organizational skills; demonstrated skill to work on projects with competing deadlines and to establish goals and workload priorities; flexibility in dealing with people and competing demands.
 
Sufficient knowledge of the organization s professional objectives and activities to act with minimum direction on behalf of the Vice Chancellor.
 
Ability to exercise independent judgment and personal initiative, and accept responsibility for decisions and actions.
 
Skills to work independently and cooperatively as part of a team.
 
Skills and ability to articulate procedures and processes to staff.

May work occasional evenings and weekends
 
Desired:
University policies and procedures
 
Below are general guidelines on the position's physical, mental, and environmental working conditions.
In accordance with applicable state and federal law, UCI provides reasonable accommodations for applicants with disabilities upon request. For more information, please contact Human Resources at (949) 824-5210.
 
Bend: Occasionally
Squat: Not Applicable
Crawl: Not Applicable
Climb: Not Applicable
Kneel: Occasionally
Handle Objects: Occasionally
Push/Pull: Occasionally
Reach Above Shoulder Level: Occasionally
Sit: Frequently
Stand: Occasionally
Walk: Occasionally
Use Fine Finger Movements: Frequently
Carry/Lift Loads up to 25 Pounds: Occasionally
Carry/Lift loads between 25-50 lbs: Occasionally
Carry/Lift Loads over 50 Pounds: Not Applicable
Read/Comprehend: Frequently
Write: Frequently
Perform Calculations: Occasionally
Communicate Orally: Constantly
Reason and Analyze: Constantly
Chemical/Biological Agent: Not Applicable
Construction Activities: Not Applicable
Contact with Water/Liquids: Not Applicable
Drive Motorized Equipment: Not Applicable
Confined Spaces: Not Applicable
Elevated Work Location: Not Applicable
Radioactive Materials: Not Applicable
Temperature Variations: Not Applicable
Gas System: Not Applicable

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