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Executive Assistant (4702C), School of Optometry Dean - 72268

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

At the Wertheim School of Optometry & Vision Science, as part of a world-renowned university that embraces excellence and access, we foster an environment of trust and mutual respect, free expression and inquiry, and personal resilience and achievement. We demonstrate sensitivity and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds present in our community. These principles serve us daily in our reasoning and actions and aid us in our decision making.

We educate an estimated 320 students annually. Our O.D. program is a 4-year program with clinical training provided at 2 campus clinics, numerous satellite clinics (community care), VA clinics, and external clinics across the country. Our one-year post-graduate residency programs provide advanced clinical education in specialty areas of optometry with placement on and off campus and our Vision Science program averages 40 PhD students.

Position Summary

Reporting to the Director of Strategic Initiatives, the Executive Assistant will provide assistance and support for the day-to-day operations for the Herbert Wertheim School of Optometry and Vision Science. The Executive Assistant is responsible for ensuring efficient front-office operations and supporting the Dean and members of the senior management team on a variety and range from routine to complex administrative clerical and office functions to include oral and written communications, business contacts, calendar, meetings, travel arrangement, and special projects.

This is a confidential position and should demonstrate good judgment and professional decorum at all times.

Application Review Date

The First Review Date for this job is: 09/10/2024.

Responsibilities

Provides high level administrative support for day to day operations and school-wide initiatives to ensure the daily administrative operations run smoothly for the Dean's office.

• Provides front-line customer service to Dean's Office visitors and answers inquiries from all sources, i.e. walk-ins, e-mail, phone, etc.


• Investigates issues and problems, drafts, and prepares responses to urgent requests.


• Prepares meeting summaries and confidential reports for executive management regarding highly sensitive and complex issues.


• Prepares responses to urgent divisional requests, inquiries from faculty, staff, students, and the public on behalf of the executive.


• Makes high level contacts of a sensitive nature, internally and externally, requiring discretion and diplomacy.


• Researches, compiles and summarizes issues, policies and topics; provides background information, talking points, and briefing materials for the executive.


• Implements related business processes.


• Organizes committees and meetings on behalf of the executive.


• Finance: Schedule and prepare travel-related and other reimbursements as needed; Coordinate approvals and exceptional approvals with the Provost's Office and regional services.


• Facilities and Space Planning: Secure spaces for meetings and events, this may include set up and clean up.


• Functions as the gatekeeper, understanding the requirements of the executive, in order to prioritize issues and schedule meetings according to urgency with allocated time for scheduled events, travel and meetings.


• Implements related business processes.


• Handles the details of a variety of matters on behalf of the executive.


• Makes high level contacts of a sensitive nature, internally and externally requiring discretion and diplomacy.


• Will be required to work evenings and weekends to oversee and staff events.

Researches, compiles, and summarizes issues, policies, and topics. Provides background information, talking points, and briefing materials for the Dean and senior leadership team.

• Briefs executives on deadlines and the status of pending issues.


• Collects and prepares information for use in discussions, meetings of executives, and senior management and external individuals.


• Investigates and resolves matters of significance on behalf of senior management. Handles the details of complex and highly sensitive matters.


• Maintains a comprehensive database of initiatives and assignments, to include actions delegated.


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

Functions as the gatekeeper, understanding the requirements of the executive, in order to prioritize issues according to urgency and to allocate time for scheduled events, travel, and meetings.

• Employs discretion and diplomacy in working with high level stakeholders on sensitive issues.


• Handles the details of a variety of matters on behalf of the executive.


• Triages situations and forwards issues presented by staff, faculty, students, and external constituents to School leadership for resolution.

Other duties as assigned

Required Qualifications

• Familiarity with the organization's processes, protocols and procedures.


• Knowledge of federal regulations such as FERPA.


• Thorough knowledge of and/or can quickly learn common organization-specific and other computer application programs.


• Solid analytical/problem-solving skills.


• Political acumen and sensitivities to the differing perspectives and political circumstances within all levels of the organization as well as the Office of the President and external constituencies.


• 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.


• Advising and counseling skills.


• Ability to multi-task with demanding timeframes.


• Ability to use high-level discretion and maintain a high level of confidentiality.


• Solid skills in problem identification.


• Strong organizational skills and attention to detail.


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

Salary & Benefits

This is a 100% full-time (40 hrs 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 annual salary that the University reasonably expects to pay for this position is $78,000.00 - $98,000.00.

How to Apply

• To apply, please submit your resume and cover letter.

Other Information

This position is governed by the terms and conditions in the agreement for the Clerical & Allied Services Unit (CX) between the University of California and Teamsters Local 2010. The current bargaining agreement manual can be found at: http://ucnet.universityofcalifornia.edu/labor/bargaining-units/cx/index.html

• This is not a visa opportunity.

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 https://apptrkr.com/get_redirect.php?id=5582110&targetURL=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/psc/ucb/EMPLOYEE/HRMS/c/HRS_HRAM_FL.HRS_CG_SEARCH_FL.GBL?Page=HRS_APP_JBPST_FL&JobOpeningId=72268&PostingSeq=1&SiteId=21&languageCd=ENG&FOCUS=Applicant