Executive Assistant (7384U) - 65804

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.

At UC Berkeley, we believe that learning is a fundamental part of working, and our goal is for everyone on the Berkeley campus to feel supported and equipped to realize their full potential. We actively support this by providing all of our staff employees with at least 80 hours (10 days) of paid time per year to engage in professional development activities. To find out more about how you can grow your career at UC Berkeley, visit grow.berkeley.edu.

Departmental Overview

The College of Letters & Science (L&S) is composed of six divisions (Arts and Humanities, Biological Sciences, Mathematical and Physical Sciences, Social Sciences, the Undergraduate Studies Division, and L&S Core), which include over 40 academic departments, approximately 800 faculty, 2/3 of the undergraduate students, and nearly 700 staff. The Executive Assistant (EA), reports to the Chief Administrative Officer (CAO) of the Undergraduate Studies Division, and provides senior level administrative support to the Executive Dean of the College of Letters and Science (EDLS) and their team.

Position Summary

This position provides administrative oversight for the College of Letters and Science Executive Dean and senior leadership team, 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 highly 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.

Application Review Date

The First Review Date for this job is: 03/22/2024.

Responsibilities

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, staffing meetings as needed, 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. Provide in-office support for both 1:1 and group meetings as needed/requested.

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.
• Have regular check-in meetings with Dean and prepare agendas with status updates and action items in advance.
• 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, including donor engagement, which requires a high level of discretion and diplomacy.
• Support L&S Executive Committee meetings and administrative needs.
• Prepare and process all of the executive's expense reports and reimbursements in a timely and accurate manner with a focus on efficient problem-solving.

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.

OFFICE MANAGEMENT AND OPERATIONS

• Assists in ensuring that administrative operations run smoothly for the EDLS.
• In partnership with the other EAs, manage the L&S Deans' Office administrative support operations: order and receive office supplies/equipment and ensure that the front office and the L&S Deans' Office is well organized and that information and supplies are readily accessible; manage conference room usage; handle travel and entertainment requests and reimbursements; maintain divisional email lists.
• Monitors and manages multiple special purpose email accounts and divisional shared drives.
• Support staff engagement events.
• Delegate appropriate tasks to student workers.
• May serve as back-up to the other EAs during absences and as needed to balance workload.

DIVISIONAL SUPPORT FUNCTIONS

• Performs and/or coordinates special projects independently, and/or as a member of a team.
• Provides high level support to members of the L&S Core and L&S UG Studies divisional teams in the areas of procurement, finance, academic personnel or other areas as directed.
• Other duties as assigned by Dean, Associate Deans, and/or members of the Divisional team as deputized by the Dean.

Required Qualifications

• Excellent analytical/problem-solving skills.
• Outstanding organizational skills; Exceptional attention to detail and follow-through.
• 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 interpersonal, oral and written communication skills to communicate effectively with all levels of staff, faculty, alumni/donors, students and external constituents.
• 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.
• Ability to multi-task with demanding timeframes.
• Proficiency in Google docs, sheets, Microsoft Word and Excel.
• Strong computer skills, with proven ability to learn new technical skills quickly and proficiently.
• Bachelor's degree in related area and/or equivalent experience/training.

Preferred Qualifications

• Project management skills.
• Knowledge of 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.

Salary & Benefits

This is a 100% full-time (40 hrs a week) exempt career position, which is paid monthly and eligible for UC Benefits.

For information on the comprehensive benefits package offered by the University, please visit the University of California's Compensation & Benefits website.

Under California law, the University of California, Berkeley is required to provide a reasonable estimate of the compensation range for this role and should not offer a salary outside of the range posted in this job announcement. This range takes into account the wide range of factors that are considered in making compensation decisions including but not limited to experience, skills, knowledge, abilities, education, licensure and certifications, analysis of internal equity, and other business and organizational needs. It is not typical for an individual to be offered a salary at or near the top of the range for a position. Salary offers are determined based on final candidate qualifications and experience.

The budgeted salary or hourly range that the University reasonably expects to pay for this position is $80,000.00 - $100,000.00.

How to Apply

• To apply, please submit your resume and cover letter.

Other Information

• This is not a visa opportunity.
• This position is eligible for up to 20% remote work.

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, please see the U.S. Equal Employment Opportunity Commission poster.

For the complete University of California nondiscrimination and affirmative action policy, please see the University of California Discrimination, Harassment, and Affirmative Action in the Workplace policy.



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=65804&PostingSeq=1