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Job ID: 168819

Executive Assistant (7384U) 24795
University of California, Berkeley


Date Posted Oct. 4, 2021
Title Executive Assistant (7384U) 24795
University University of California, Berkeley
Berkeley, CA, United States
Department
Application Deadline Open until filled
Position Start Date Available immediately
 
 
  • Classified Staff
  • Administrative Support/Services
 
 


Executive Assistant (7384U) 24795

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.

Departmental Overview

The College of Letters & Science (L&S) is the great, big heart of UC Berkeley: great because our international stature is the core of the university's intellectual preeminence, and big because we are the largest of Berkeley's colleges, comprising 38 extraordinary departments and offering more than 80 diverse majors. Despite our size, L&S is a place where students discover the curriculum they want and the community they need.

Application Review Date

The First Review Date for this job is: October 15, 2021

Responsibilities

MANAGEMENT OF EXECUTIVES' SCHEDULES AND MEETING COORDINATION
  • Manage all aspects of the Dean's schedule--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, 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.
  • Serve as first point of contact for the Dean and function as the gatekeeper, 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.
  • Provide high-level 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.


EXECUTIVE SUPPORT FUNCTIONS
  • Prioritize and manage the Dean's to-do list, provide timely briefings, advise on priorities and deadlines and track status of pending issues.
  • Prepare comprehensive written communications on behalf of the Dean.
  • Independently investigate issues and problems; gather and compile information from departments, and prepare summary reports and analysis. Compose and provide talking points and briefing materials for the Dean for various projects.
  • Advise departmental staff on Campus, college and division policies and procedures.
  • Establish and maintain strong working relationships with all levels of constituents, both internal and external to the University which requires a high level of discretion and diplomacy.
  • Assist Dean with computer related and technical issues; includes ensuring in compliance with new login guidelines for various programs.
  • Troubleshoot computer related issues, ordering new equipment if necessary


DIVISIONAL TEAM FUNCTIONS
  • Provides high level coordination support to members of the divisional team in the areas of finance, academic personnel or other areas as directed.
  • Research, analyze and synthesizes information to prepare briefings, reports, and summaries.Track status on deadlines and pending issues.
  • Manage moderately complex projects related to strategic planning, finance, academic personnel, or other area as directed.
  • Coordinates efforts with a variety of external and internal contacts; compiles comparative research on organizational structures, policies and procedures, or other topic area germane to the projects assigned; collects data collection and provides summary and analyses; and summarizes best practices across campus.
  • Manages purchases for Dean's office


OFFICE MANAGEMENT AND OPERATIONS
  • In partnership with the other EAs, manage the L&S Deans' Office administrative support operations. Greet and direct visitors; 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 college and divisional email lists. Delegate appropriate tasks to student workers.
  • Serve as back-up to the other EAs during absences and as needed to balance workload.


SPECIAL PROJECTS
  • Performs and/or coordinates special projects independently, and/or as a member of a team.
  • Other duties as assigned by Dean, Assistant Dean, HR Manager and/or members of the Divisional team.


Required Qualifications
  • Excellent analytical/problem-solving skills.
  • Exceptional attention to detail.
  • Excellent 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.
  • 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 multi-task with demanding timeframes.
  • Ability to use high-level discretion and maintain a high level of confidentiality.
  • Proficiency in Word and Excel.
  • Bachelor's degree in related area and/or equivalent experience/training.


Preferred Qualifications
  • Project management skills.
  • Knowledge of, or can quickly learn, campus processes, protocols and procedures. Knowledge of federal regulations such as FERPA.
  • Mastery of, or can quickly learn, common campus-specific and other computer application programs and new office technology tools.


Salary & Benefits

Salary will be commensurate with experience.

For information on the comprehensive benefits package offered by the University visit:

https://ucnet.universityofcalifornia.edu/compensation-and-benefits/index.html

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:

https://www.eeoc.gov/sites/default/files/migrated_files/employers/poster_screen_reader_optimized.pdf
For the complete University of California nondiscrimination and affirmative action policy see:
http://policy.ucop.edu/doc/4000376/NondiscrimAffirmAct

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=24795&PostingSeq=1

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