EXECUTIVE ASSISTANT TO THE EVP & PROVOST, ACADEMIC AFFAIRS
Location: Oakland Job ID: 11801
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UC OFFICE OF THE PRESIDENT
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Academic Affairs builds on the energy and academic strength of UC's campuses to enhance the system's educational impact. We help recruit and retain outstanding professors and provide them with the support they need to succeed. We promote excellence through programs that help prepare, recruit and support undergraduate, graduate and professional students. We manage programs that help position UC and California as engines of economic, social and cultural development. And we ensure that UC remains on the cutting edge of innovation in teaching and learning by supporting new academic initiatives.
The person occupying this position serves as the Executive Assistant (EA) to the Executive Vice President for Academic Affairs and Provost (EVP/P), who is responsible for the development, implementation and monitoring of effective academic policies and programs universitywide, with departments in the following areas: research and innovation; academic personnel and programs; institutional research and academic planning; and graduate, undergraduate and equity affairs. In addition, the Executive Vice President and Provost serves as President in the President's absence, and acts as the chief academic officer for the University.
The incumbent provides administrative oversight for the EVP/P, including the coordination of communications and pertinent data among the executive's subordinate management staff, coordinating closely with the EVP/P's Chief of Staff. The EA performs and/or oversees special projects or assignments that are highly sensitive or complex in nature, functioning with a high level of independence in the execution and implementation of these projects. The EA handles details and oversees the work of the EVP/P's immediate office which is often of a highly confidential and critical nature to support the executive on matters of significance.
The immediate office administrative support team supports the work of the EVP/P and Chief of Staff, as well as the Division of Academic Affairs, by facilitating the work of the entire Division, ensuring smooth flow of administrative operations, and ensuring accountability for all business and management of the Division. Staff members in the office are required to work as a team to maintain confidentiality and to perform their responsibilities with high levels of responsiveness, tact, and professionalism.
The EA serves as the lead administrative contact for the Division, making independent judgments about administrative matters, drawing on an in-depth knowledge of the University's history, the functions and responsibilities of the Vice Presidents, Chancellors, and Principal Officers of The Regents, and the role and duties of the Executive Vice President and Provost.
The incumbent is responsible for complex communications and calendaring by maintaining thorough understanding and knowledge of the activities of the EVP/P, assuring that callers and visitors are provided appropriate and timely appointments. This involves understanding the nature and sensitivity of issues, routing questions to the appropriate division leadership and staff members, and assuring that Regents, state and federal governmental officials, college and university officials, administrators at UCOP and at the campuses, department heads, and members of the public receive timely, courteous, accurate, and diplomatic responses.
The incumbent must also insure that appropriate backup materials are readily available in support of meetings for the EVP/P and is responsible for assuring that complete agendas and background information are prepared in a timely way for all meetings of the EVP/P. This involves working closely with staff in the EVP/P's Immediate Office and others in the Division to keep them informed of upcoming meetings, to request background information, and to compile necessary information.
Communications. Develops and implements efficient and effective systems for managing information, projects and communications to ensure accurate and timely responses. Maintains a comprehensive database of initiatives and assignments, to include actions delegated to other offices. Functions as the gatekeeper, understanding the requirements of the EVP/P, in order to prioritize issues according to urgency and allocate time accordingly. Makes high-level contacts of a sensitive nature with both internal and external individuals, requiring a high level of discretion and diplomacy. Responds to a wide variety of questions and issues from faculty, staff, students and the public on behalf of the EVP/P, including those highly sensitive in nature. Screens and manages all incoming e-mail and correspondence, including highly confidential matters, and independently assigns responsibility for action to appropriate divisional staff. Expedites workflow through the Immediate Office and proactively follows-up on assignments in a timely manner. Researches, analyzes and synthesizes information to prepare executive briefings, reports, and summaries. Provides background information, talking points and briefing materials for the EVP/P. Prepares correspondence, meeting materials and agendas in draft and/or final form following standard business format. Prepares responses to urgent divisional requests on behalf of the executive, and independently investigates issues and problems. Briefs executive in a timely fashion, with regard to priorities and deadlines, on the status of pending issues. Prepares confidential reports and summarizes issues for senior staff, and other officials within the UC system. Coordinates information from other departments and tracks to ensure completion with sufficient time for executive review in advance of meetings. Independently serves as the chief resource person to staff in determining the priorities, as well as procedures and regulations in preparation of outgoing correspondence. Ensures that written work is formatted correctly, is complete and accurate, and adheres to UC protocol and policy, and that proper attachments and supplementary materials accompany items for review and signature.
Complex Calendaring. Independently oversees the administrative support activities of the Immediate Office of the EVP/P, including managing the EVP/P's demanding schedule, complex calendar and meeting/travel planning. Independently exercises sound judgment in setting EVP/P's priorities; assesses the importance and urgency of ad hoc meeting requests based on who the key players are, the meeting location, and in some cases the nature of the meeting, and determine whether or not they can be accommodated as requested. Coordinates all scheduling and resolves conflicts with executive/administrative support staff of other UC executives system-wide. Stays abreast of ongoing activities and projects in order to participate in the appropriate scheduling of such activities, such as briefings, planning sessions, workshops, conferences, etc.
Manage EA Staff and Monitor Resource Allocation. Directs daily administrative operations for the EVP/P's Immediate Office. Recruits, hires, and manages support staff as assigned by EVP/P. Evaluates administrative efficiency of Immediate Office; develops, proposes and implements new/enhanced internal operational procedures to successfully manage EVP/P's time and maintain smooth flow of operations. Recommends ideas, develops, and implements procedures to better streamline various meeting planning activities with competing priorities. Maintains complex working files and have the ability to access tracking system of all correspondence for the Immediate Office. Perform special projects and/or other duties as assigned.
Meeting/Travel Planning and Data Gathering. Coordinates travel and meeting arrangements and conference calls involving multiple parties. Coordinates logistical needs and preparation of detailed itineraries including, but not limited to: airline/airport information, rental car arrangements, hotel information, meeting times, who meetings are with, meeting location, parking instructions, lunch and/or dinner arrangements, directions/maps to hotels, social events, and any other information that may be required. Compiles and organizes relevant background materials from a variety of sources and/or speaking notes; performs subject matter research for Immediate Office, most of which is of a confidential and sensitive nature, and prepare detailed summaries, as directed, for the EVP/P and own use in preparing a variety of letters and documents. Assures that full preparation of materials is accomplished prior to the EVP/P's meetings with The Regents, Chancellors, senior administrators, faculty, government and international officials, and members of the community.
Bachelor's degree and a minimum of five years progressive and successful experience in an executive assistant role, preferably at UC, performing a range of administrative functions including complex scheduling, logistical arrangements, writing, drafting, editing, and formatting correspondence, presentations, and other materials in a high profile environment; or an equivalent combination of education and experience.
Demonstrated experience planning and coordinating logistics for meetings and events of varying size and scope, including scheduling coordination, meetings/events logistics (such as conference room and catering reservations, AV equipment, and other needs), and associated travel and/or hotel arrangements.
Demonstrated ability to quickly acquire in-depth understanding of UCOP and Academic Affairs programs, goals and objectives, including internal practices and procedures within the Immediate Office, as well as considerable knowledge of the EVP's method of operation. Demonstrated ability to acquire general knowledge of the organizational structure of UCOP Divisions, UC (campuses, medical centers, and national labs), and the general types of concerns each Academic Affairs department is responsible for handling in order to correctly field incoming calls from various constituent groups, especially from those external to UC.
Strong analytical and. research skills as demonstrated by the ability to focus on key issues, gather and integrate information from a variety of sources and through appropriate consultation with a wide variety of constituents; determine appropriate course of action based on established guidelines or precedents; and consider/recommend alternatives. Demonstrated ability to interpret, compile, and sensitize data and materials to present a comprehensive and organized package.
Strong verbal skills as demonstrated by the ability to gather and articulate ideas, thoughts, information in a logical manner and sequence. Active listening skills to ensure that important points are noted and clearly communicated.
Excellent written and editorial skills as demonstrated by the ability to compose and/or draft, edit, and proofread a large volume of sensitive materials according to specific formats and protocols. Ability to use clear and concise expression in composing correspondence and other documents applying appropriate language, grammar, punctuation, and business style.
Excellent interpersonal skills and public service orientation; political acumen and sensitivity to differing perspectives and political circumstances; ability to establish and maintain positive working relationships with management and staff in a large multifaceted organization.
Demonstrated experience projecting a professional and polished image that inspires confidence and trust; ability to maintain a high degree of discretion when working with confidential and sensitive information.
Strong project management and organizational skills to prioritize and manage a heavy workload of the EVP/P/s immediate office, as well as complete multiple, complex projects in an accurate and timely manner under pressure of deadlines; ability to handle interruptions/changes without impact on productivity.
Demonstrated ability to work independently and proactively to follow through on assignments and achieve results with minimal supervision; demonstrated ability and willingness to work collaboratively and cooperatively as part of a team.
Meticulous attention to detail as demonstrated by regularly verifying work to ensure accuracy.
Proven skill in establishing and maintaining accurate and orderly electronic and paper record management systems.
Proficiency with PC; thorough knowledge of MS Office to create documents, tracking logs/databases, reports and presentations; proven experience with Adobe Acrobat Professional to convert documents; the Internet; electronic mail; and Outlook calendar.
Demonstrated ability to consistently adhere to assigned work schedule, and to work in excess of standard work schedules to ensure full administrative support for the EVP/P.
Prior executive administrative support experience at one of the UC campuses. Supervisory experience preferred.
Ability to use a high level of discretion and maintain all confidentiality.
Bachelor's degree in related area and / or equivalent experience / training.
SALARY AND BENEFITS
Salary: Commensurate with experience
Benefits: For information on the comprehensive benefits package offered by the University visit: Benefits of Belonging
HOW TO APPLY
Please be prepared to attach a cover letter and resume with your application.
APPLICATION REVIEW DATE
The first review date for this job is October 29, 2020: The position will be open until filled.
Smoke Free Work Environment: The University of California, Office of the President, is smoke & tobacco-free as of January 1, 2014. UC Smoke & Tobacco Free Policy
The University of California, Office of the President, 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, age or protected veteran status. EEO/AA Employer UC Nondiscrimination Policy
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About University of California Office of the President
The Office of the President is the systemwide headquarters of the University of California, managing its fiscal and business operations and supporting the academic and research missions across its campuses, labs and medical centers.