Executive Assistant to the Vice Provost for the Faculty (7384U) 6803
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: March 23, 2020
The Office of the Vice Provost for the Faculty is seeking to hire an Executive Assistant (EA3). The successful candidate will be a flexible and detail-oriented self-starter; have a strong work ethic and customer service orientation; possess superior scheduling and organizational skills; and enjoy being a critical part of a small, high-performing team.
The Executive Assistant provides comprehensive executive support to the Vice Provost for the Faculty and Associate Vice Provost for the Faculty. This includes management of their calendars, assembling background information for meetings, and providing first-rate communications, administrative, and analytical support while maintaining a high level of confidentiality and responsiveness. This position also takes the lead with coordinating meetings and events for senior staff in the VPF office and its reporting units, and ensures that front office administrative processes and operations run smoothly.
The Vice Provost for the Faculty (VPF) is a key campus leadership position charged with ensuring the continued excellence of Berkeley's faculty and academic staff. The VPF oversees all aspects of the academic personnel process, develops academic personnel policies, works with campus and Academic Senate leadership to develop strategies for the Berkeley faculty, advises the EVCP on faculty FTE allocation decisions, and responds to faculty grievances and misconduct allegations.
In partnership with the Associate Vice Provost for the Faculty (AVPF), the VPF advances the campus's diversity, equity, and inclusion goals related to academic employees, and supports faculty recruitment, retention, welfare, and development.
Scheduling & Calendaring: Manages all meeting coordination and calendaring for the VPF and the AVPF. Functions as the gatekeeper, understanding the requirements of the VPF and AVPF, in order to prioritize issues according to urgency, and to allocate time for scheduled events, travel and meetings. Monitors email and responds to urgent requests on evenings and weekends.
Meeting Preparation: Prepares the VPF and AVPF for meetings, including providing background information, talking points and briefing materials in advance. Serves as the main point of contact for VPF and AVPF guests, communicating efficiently with meeting participants and staff, and providing visitor lists and guest instructions to the Cal Hall security desk.
Communication: Assists the VPF and AVPF with communications, including drafting correspondence and responses to urgent divisional requests, preparing CalMessages, reviewing, editing, proofreading and preparing correspondence for the VPF's approval and signature by other offices. Responds to inquiries from faculty, staff, students, and the public on behalf of the executives and makes high level contacts of a sensitive nature, internally and externally, requiring discretion and diplomacy. Forwards situations and issues presented by staff, faculty, and external constituents to appropriate staff members for resolution.
Administrative & Analytical Support: Provides administrative support for the VPF and the AVPF on a broad range of issues, organizing agendas and background documents, preparing meeting notes, and arranging for travel and reimbursements. Utilizing electronic and online systems as appropriate, develops and implements efficient and effective systems for managing information, meetings, projects, communications, to ensure timely responses and accurate /compliant record retention. Performs research, summarizes issues, and compiles information on relevant policies and topics. Investigates issues and handles the details of a variety of matters on behalf of the VPF and AVPF.
Meeting coordination may include complex and large-group scheduling; event publicity, communication with attendees, and managing RSVPs; making facility, AV, catering, and travel arrangements, and ensuring compliance with university policy; event setup and staffing; troubleshooting AV; and payment of vendors, handling reimbursements, and financial reconciliation of events.
Reception & Front Office Coordination
Manages the day-to-day operations of the VPF immediate office and provides excellent front-line customer service. Perform front office functions such as receiving and directing visitors and incoming calls, fielding questions, mail delivery, ordering office supplies, managing office equipment, and inventory of parking passes.
Responsible for keeping the front desk area, supply cabinets, and copy room tidy, stocked and organized. Assist faculty, students, staff, and external constituencies with connecting various requests to their appropriate point of contact within the VPF Division.
Responsible for evaluating and continually improving business processes within the purview of this position. This includes proactively seeking out best practices and new technology tools for use in process improvement and streamlining.
Assist with special projects as needed, such as updating division websites and providing staff support to committees.
Demonstrated superior attention to detail and the ability to organize and prioritize work, meet frequently changing deadlines, handle multiple important projects simultaneously unto completion, and manage time effectively.
Experience working in a confidential, fast-paced environment with a very diverse constituency. The ability to complete work with frequent interruptions while remaining calm under pressure.
Possesses excellent judgement and discretion; the ability to maintain a high level of confidentiality.
Strong service orientation and superior customer service skills. The ability to maintain a high degree of responsiveness and flexibility.
Excellent oral, written, and interpersonal communication skills. The ability to interact effectively and professionally with a wide variety of people, including campus leaders, faculty, staff, students, and external constituencies.
Ability to effectively work both independently and in collaboration with others at varying levels of the organization.
Political acumen and sensitivities to the differing perspectives and political circumstances within all levels of the campus as well as the UC Office of the President and other external constituencies. Embraces and upholds UC Berkeley's Principles of Community.
Strong skills in analysis and complex problem-solving.
Familiarity with or the ability to quickly learn and adhere to applicable university policies, protocols, and business procedures.
Facility with or the ability to quickly learn UC Berkeley's online systems such as Google Suite (google docs, google calendar), Bearbuy, Travel and Entertainment Reimbursement system, Connexxus, and Box. Enthusiasm for seeking out and learning new technology tools and best practices for the purpose of streamlining or improving business processes.
Small to mid-level project management skills.
Bachelor's degree in related area and/or equivalent experience/training
Event planning experience preferred.
Salary & Benefits
The starting salary range for this position is $65,000 - $90,000. Starting salary will be commensurate with experience.
For information on the comprehensive benefits package offered by the University visit:
Please submit your cover letter and resume as a single PDF 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:
The University of California was chartered in 1868 and its flagship campus - envisioned as a "City of Learning" - was established at Berkeley, on San Francisco Bay. Today the world's premier public university and a wellspring of innovation, UC Berkeley occupies a 1,232 acre campus with a sylvan 178-acre central core. From this home its academic community makes key contributions to the economic and social well-being of the Bay Area, California, and the nation.