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Job ID: 132505

Executive Assistant (7384U) Job 2446 - Division of Data Science & Information (DSDDO) - 2446
University of California Berkeley

Date Posted Oct. 29, 2019
Title Executive Assistant (7384U) Job 2446 - Division of Data Science & Information (DSDDO) - 2446
University University of California Berkeley
Berkeley, CA, United States
Department Division of Data Science & Information
Application Deadline Open until filled
Position Start Date Available immediately
  • Professional Staff
  • Administrative Support/Services

Executive Assistant (7384U) Job 2446 - Division of Data Science & Information (DSDDO) - 2446

About Berkeley

The University of California, Berkeley, is one of the world's most iconic teaching and research institutions. Since 1868, Berkeley has fueled a perpetual renaissance, generating unparalleled intellectual, economic and social value in California, the United States and the world. Berkeley's culture of openness, freedom and acceptanceacademic and artistic, political and culturalmake it a very special place for students, faculty and staff.

Berkeley is committed to hiring and developing staff who want to work in a high performing culture that supports the outstanding work of our faculty and students. In deciding whether to apply for a staff position at Berkeley, candidates are strongly encouraged to consider the alignment of the Berkeley Workplace Culture with their potential for success at

Application Review Date

The First Review Date for this job is: 11/8/19

Departmental Overview

The Division of Data Science and Information incorporates the Data Sciences Education Programs, the School of Information (I School), the Department of Statistics, the Department of Electrical Engineering and Computer Sciences (EECS), and the Berkeley Institute for Data Science (BIDS). EECS and Statistics will also remain a part of their current colleges. A signature of the new division will be the Data Science Commons, a new structure for Berkeley that will empower groups of faculty across the Universitywith common interests in diverse aspects of the foundations, applications, and implications of data scienceto establish new cross-cutting academic programs.

The Associate Provost serves as the leader of this new division, and as Dean of the School of Information. The APD fosters data science across the campus broadly and supports interdisciplinary synergies within this new division. There is both a pedagogical mission and a research imperative to data science. Associate Provost and Dean's office will provide vision as well as strategic and intellectual leadership to this endeavor.

The EA3
provides administrative support for the APD, which includes managing the calendar, assisting with the planning of meetings and public events, assembling background for meetings and public events, acting as her liaison with the UC community and the public and coordinates communications and pertinent data among the executive's subordinate management staff. The EA3 also 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. Handles details and oversees work of a highly confidential and critical nature to support the executive on matters of significance.


50% Schedules all of the APD's meetings. Makes travel arrangements for the APD. Makes high level contacts of a sensitive nature, internally and externally, requiring discretion and diplomacy. Gathers and compiles background information, talking points and briefing materials for the executive. Assists in the planning of meetings and public events.

The EA3 will need a thorough understanding of the priorities and preferences of the APD to successfully manage her calendar, understanding that priorities and needs will constantly shift. The APD oversees a complicated and diverse portfolio of reporting units (including Data Science Education Programs, Berkeley Institute of Data Science, I School, EECS (shared with COE) and Statistics (shared with M&PS), so the EA3 must understand the needs of each one to ensure adequate and timely communications with the APD. The EA3 must successfully manage gathering, preparing, and analyzing all background and briefing materials for the APD in a timely manner.


Assists in ensuring that administrative operations run smoothly for the APD Office and Division.

15% Functions as the gatekeeper, ensuring that only those issues that warrant the attention of the APD are brought forward.

*Based on knowledge of the APD's current priorities and schedules, the EA3 will diplomatically respond to all requests for time and attention.


Responds to inquiries from faculty, staff, students and the public on behalf of the APD regarding campus operations, policies and procedures. Forwards situations and issues presented by staff, faculty and external constituents to appropriate staff members for resolution.

*The EA3 is the first point of contact for internal and external constituencies. Tact and diplomacy will be required to understand, and appropriately respond to, all inquiries. Thorough knowledge of the APD's office, priorities, and preferences, along with thorough knowledge of reporting units, is required. The EA will need to track all such inquiries to make sure that they have been handled in a timely fashion and suitably resolved.

Participates in the APD office's development and implementation of efficient and effective systems for managing information, projects and communications to ensure accurate and timely responses.

*The EA3 will partner with the Chief of Staff to develop all systems and processes for the APD's immediate office and division, and will be charged with managing such systems and processes once established.


Investigates issues and problems; drafts for review responses to urgent requests.

Required Qualifications
  • Political acumen and sensitivities to the differing perspectives and political circumstances within all levels of the Campus as well as the Office of the President and external constituencies.
  • Ability to use high-level discretion and maintain a high level of confidentiality
  • Strong service orientation.
  • Strong skills to communicate effectively with all levels of staff, faculty, alumni/donors, students and external constituencies; both verbally and in writing.
  • Ability to multi-task with demanding timeframes.
  • Strong skills in analyses and complex problem-solving.
  • Advising and counseling skills.

Preferred Qualifications
  • Thorough knowledge of common campus-specific and other computer application programs, including new office technology tools.
  • Familiarity with campus processes, protocols and procedures.
  • Bachelors degree in related area and/or equivalent experience/training.
  • Knowledge of federal regulations such as FERPA.

Salary & Benefits

For information on the comprehensive benefits package offered by the University visit:
  • The salary range designated for this position: $55,400 - $80,400; however, starting salary will be commensurate with experience.

How to Apply

Please submit your cover letter and resume as a single 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:
For the complete University of California nondiscrimination and affirmative action policy see:

To apply, visit


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