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Executive Assistant (7384U), Principal Gifts and Strategic Initiatives, University Development and Alumni Relations - 66874

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

University Development and Alumni Relations (UDAR), increases support for and enhances knowledge of UC Berkeley through communications, public outreach, and fundraising. UDAR is responsible for fundraising and donor engagement, and works to strengthen unit development offices by consulting and partnering with campus fundraisers. UDAR also handles a range of central activities and services encompassing events, communications, stewardship, prospect development, gift management, database management, and more.

Principal Gifts and Strategic Initiatives (PGSI) Overview

The Principal Gifts and Strategic Initiatives team (PGSI) works with members of the campus community to maximize complex, lifelong relationships between principal gift donors and Berkeley. As a unit within UC Berkeley's University Development and Alumni Relations (UDAR), the Assistant Vice Chancellor and the PGSI team provide direct support to the Chancellor, Vice Chancellor UDAR, and a range of senior campus leadership and campus partners in engaging these individuals as philanthropic partners, according to their interests and expertise, with the University's mission and priorities. UDAR's PGSI team works regularly with senior management including the Chancellor, EVCP, VCs, and deans, as well as campus partners, donors and prospects to achieve Berkeley's ambitious fundraising goals.

Position Overview

This position supports the Assistant Vice Chancellor (AVC), and will report to the Executive Director, PGSI. The Executive Assistant will receive projects assigned by the Executive Director and in collaboration with the AVC and a team of Senior Development Officers. The Executive Assistant is an integral member of the team responsible for administrative support of these leaders, while also occasionally supporting the Vice Chancellor in UDAR.

Per the organizational needs of PGSI, this Executive Assistant position coordinates and schedules key constituent meetings, related communications, and the exchange of pertinent data among the AVC, Executive Director, development officers, other members of the PGSI team and campus collaborators. The Executive Assistant performs assignments and special projects that are highly sensitive, complex, and often require a high level of independence and keen judgment. The incumbent must demonstrate a high level of initiative in executing and implementing the strategic work of PGSI.

Application Review Date

The First Review Date for this job is: April 18, 2024

Responsibilities

Administrative Support

• The Executive Assistant ensures the daily administrative operations for the AVC and the PGSI team. The AVC and the Executive Director will provide direction and requests of the EA3 to ensure that administrative actions align with PGSI's strategic work. The EA3 maintains calendars of meetings, events, and travel, using electronic calendar software. The incumbent assists the other executives and development officers as assigned.
• Working with AVC, Executive Director, development officers, and other members of the team as assigned, ensures functional flow of action items, adherence to deadlines, and quality preparation and efficient distribution of agendas, notes, briefings and other materials for meetings, preparation for events, and coordinating travel arrangements.
• Based on an understanding of the strategic vision for the PGSI team, prioritizes issues and requests according to urgency and allocates time on the calendar. This EA3 schedules internal and external meetings between key constituents. This position conducts basic preparation for meetings (agendas, distributing briefings, Zoom support, room reservations, handouts, refreshments, etc.) for multiple internal and external executives and key constituents.
• Handles the details of a variety of correspondence and other matters on behalf of PGSI's Assistant Vice Chancellor, Executive Director and development officers, including the investigation of issues and problems; drafts and prepares responses to urgent requests. Forwards situations and issues presented by staff, faculty, and external constituents to appropriate staff members for resolution.
• The Executive Assistant will also find information on the Cal Advancement Data System (CADS) pertinent to UDAR's fundraising work.

Relational Support

• Establishes and maintains effective and cordial communications with individuals associated with the AVC & the PGSI team, including UDAR and campus leadership, unit partners, donors, volunteers, and prospective donors. Makes high-level contacts of a sensitive nature, internally and externally, requiring discretion and diplomacy.
• Receives visitors for the AVC and officers on the PGSI's team. Responds to inquiries from faculty, staff, students, and prospects/donors/their offices on behalf of members of the PGSI team.

Operational Support

• Per the request of the AVC, and the supervising Executive Director, may be assigned to make travel arrangements, including airfare, hotels, itinerary development, and processing complex reimbursements.
• May be responsible for purchasing PGSI office supplies, and processing reimbursements for supplies as needed.
• The incumbent undertakes packing and mailing of correspondence, customized gifts/stewardship pieces for PGSI prospects and donors, and gathering signatures from campus leadership.
• Per the strategic direction of the AVC and the supervisor, the EA3 develops and implements efficient and effective systems for sharing and managing information, projects and communications to ensure accurate and timely responses.
• Helps maintain electronic and paper files in support of the AVC and directing supervisor - Executive Director PGSI.

Special Projects and Events Support

• Works on special PGSI projects as needed per the request of the AVC, PGSI and the supervision of the Executive Director, including analytical reports and support for presentations.
• Supports the AVC and the PGSI team to prepare guest lists for campus events and gatherings. Will receive direction on behalf of the AVC, PGSI through the direct supervisor - the Executive Director PGSI.

Required Qualifications

• Minimum 3 years of experience demonstrating the ability to organize assignments and tasks with competing priorities and deadlines.
• Minimum 3 years of experience applying strong written and oral communication skills. This includes demonstrable examples of applying political acumen to communicate diplomatically and to effectively navigate interactions with colleagues, campus leadership, deans, directors, managers, staff, faculty, alumni/donors, students, and external constituencies, including UC Berkeley Foundation trustees and other campus volunteers.
• Must have sound judgment, diplomacy skills, and the ability to take initiative.
• Ability to use high-level discretion and maintain a high level of confidentiality.
• Solid skills in problem identification and problem-solving.
• Ability to act upon the broad goals of an executive office and understand their implications for the Executive Assistant's daily and weekly goals and tasks.
• Understanding or ability to quickly gain an understanding of the campus' organizational structure and leadership.
• Strong service orientation.
• Thorough knowledge of common computer application programs including Google Workspace suite, Microsoft Word and Excel, and electronic calendaring software.
• Analytical skills to research and present information and data in spreadsheets and other formats as appropriate.
• Ability to set up rooms and AV for meetings, including rearranging chairs in meeting rooms.

Education and Training

• Bachelor's degree in related area and / or equivalent experience / training

Preferred Qualifications

• Working knowledge of fundraising, donor relations and public relations concepts, principles, procedures and techniques.
• Familiarity with or ability to learn to use the Cal Advancement Data System (CADS) and Eureka intranet. Ability to research information on CADS and the Internet.

Salary & Benefits

This is a 100% full-time (40 hours 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 range that the University reasonably expects to pay for this position is $78,000 to $89,000, commensurate with experience.

How to Apply

To apply, please submit your resume and cover letter.

Other Information

• This is not a Visa opportunity.
• This is a Bay Area-based position.
• This position is eligible for up to 40% 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.



The University of California's Affirmative action policy.



The University of California's Anti-Discrimination 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=66874&PostingSeq=1