Executive Assistant

Location: Scotts Valley
Job ID: 51715

JOB POSTING

This is a hybrid position with an average of 3 days per week onsite at the UCSC's Scotts Valley offices or on main campus in Santa Cruz.

NOTIFICATIONS

UC Vaccination Policy: With limited exceptions, COVID-19 vaccinations are required for Covered Individuals under the Policy. Covered Individuals include all employees, students, or trainees who physically access a University facility or program in connection with their employment, appointment, or education/training.

Covered Individuals do NOT include employees who work 100% remotely with NO expectation that they will physically access any University location or program at ANY time. If 100% remote work ends, the employee is subject to policy.

INITIAL REVIEW DATE (IRD)

UC Santa Cruz staff jobs are posted until filled. Application materials submitted by 11:59 pm on the IRD will be routed to the hiring unit for consideration. NOTE: Materials submitted after the IRD will be forwarded only at the request of the hiring unit. Submit your materials before the IRD to ensure consideration by the hiring unit.

The IRD for this job is: 05-08-2023


ABOUT UC SANTA CRUZ

UC Santa Cruz is a public university like no other in California, combining the experience of a small, liberal arts college with the depth and rigor of a major research university. It's known as an unconventional place where innovation and experimentation is part of the campus's DNA. That playful, bold spirit still thrives today, all on a campus renowned as among the most beautiful in the world.

DEPARTMENT OVERVIEW

Information Technology Services (ITS) is the campus's centralized resource to support and amplify research, instruction, learning, and digital experiences at UC Santa Cruz. We are a group of over 200 diverse, enthusiastic people who produce extraordinary results.

Our guiding principles are integrity, client focus, teamwork, knowledge, and fulfillment. We are looking for people who are deeply curious, hard-working, resourceful, kind, and committed to inclusion.

ITS strives to continually improve service quality, experience, and value for our students, faculty and staff. We are deeply committed to nurturing and strengthening an organization that values equity, work-life balance, and supportive culture. Prioritizing career paths is important to us and we devote resources to skill and professional development for our staff.

We hope you are inspired by what we do and are excited to contribute to our mission. We are looking for candidates who do great work from different backgrounds and practices, and who will support our aspirations to shape an increasingly diverse, equitable, and inclusive organization. We encourage you to apply even if you do not believe you meet every qualification for the position but possess transferable skills and experiences.

University of California offers competitive benefits including Medical, Dental & Vision Care Insurance Plans, University of California (UC) retirement, Paid Family Leave, and Paid Holidays plus accrued vacation and sick leave. Visit the UC benefits page for more information at UC Compensation and Benefits.

JOB SUMMARY

The Executive Assistant is an experienced professional that provides administrative and advisory services to the Vice Chancellor of Information Technology (VC of IT) at UCSC. They will support administrative and calendaring functions and coordinate processes and workflows for the VC of IT for a variety of complex projects and relationships. The Executive Assistant acts with considerable discretion and independent judgment to solve problems. They will communicate effectively and attend to details leveraging their knowledge of division practices, policy, and procedures. Successful candidates will develop a strong collaborative relationship with the VC of IT and are also expected to cultivate diverse relationships and perspectives from within and outside of Information Technology Services.

APPOINTMENT INFORMATION

Budgeted Salary: $80,000 - $92,300/year. Salary commensurate with skills, qualifications and experience.
Under California law, the University of California, Santa Cruz is required to provide a reasonable estimate of the compensation range for this role and should not offer a salary above the posted range. The salary shown above is the budgeted range the University reasonably expects to pay.

No. of Positions: 1

Benefits Level Eligibility: Full benefits

Schedule Information:

• Full-time, Fixed
• Percentage of Time: 100%, 40 Hours per Week
• Days of the Week: Mon-Fri
• Shift Includes: Day

Employee Classification: This is a Career appointment

Job End Date: None

Work Location: UC Santa Cruz Main Campus

Union Representation: Non-Represented

Job Code Classification: 007385 (EXEC AST 4)

Travel: Never or Rarely

JOB DUTIES

65% - Administrative Responsibilities

• Facilitates ITS governance groups and provides administrative support for governance meetings.
• Takes notes and identifies action items for high-priority meetings.
• Coordinates complex scheduling and organizes meetings, including screening, scheduling, and assisting in the preparation and distribution of meeting agendas, materials, and catering.
• Assists the VC with developing presentations, reports, and other documents for internal and external audiences.
• Assists the VC with change management, internal communications, and reporting for IT projects.
• Maintains and refines internal processes that support the VC.
• Determines the priority of matters needing the VC's attention; redirects or handles matters personally, as appropriate.
• Attends to the day-to-day functions of the VC's office.
• Reviews, prioritizes, writes, edits, and responds to emails, drafts correspondence, and prepares communications.
• Receives and screens phone calls and visitors, answering a variety of questions with tact and diplomacy, taking messages, and directing calls appropriately for resolution.
• Manages the VC's calendar, including appointment scheduling and prioritization in highly sensitive matters.
• Exercises discretion to protect the VC's calendar through evaluations of needs and time commitments.
• Manages travel logistics, including accommodations, transportation, and meals where appropriate.
• Prepares, reconciles, and submits expense reports.
• Organizes, coordinates, and plans on and off-campus events.

35% - Advisory Services

• Supports ITS leadership to enact policy and administrative changes, developing strategies for transition planning and change management to remove barriers to goal achievement.
• Makes and maintains high-level contacts from both internal and external organizations, focusing on relationship building, risk management and awareness, and organizational strategy.
• Keep the VC advised of time-sensitive, emergency, and priority issues, ensuring appropriate follow-up.
• Researches, collects, compiles, and analyzes information for highly sensitive issues, including new program proposals, and policies.
• Coordinates work with other ITS staff as needed; plays a key role in the coordination of staff efforts both within and outside the unit to expedite workflows.
• Leads and completes special projects as assigned by the VC of IT.

REQUIRED QUALIFICATIONS

• Bachelor's degree in related area and / or equivalent experience and / or training.
• Intermediate to advanced knowledge of common organization-specific computer applications, particularly Google Workplace for Education
• Advanced interpersonal skills with the ability to communicate and influence effectively with all levels of staff, faculty, alumni / donors, students, and external constituents.
• Advanced written communication skills.
• Advanced verbal communication skills.
• Demonstrated skills in short- and long-range planning, program and project management, facilitation, and collaboration.
• Demonstrated analytical and problem-solving skills.
• Strategic thinking and consulting skills with the ability to guide the department toward workable strategies and solutions.
• Advanced organizational abilities with keen attention to detail and the capacity to manage concurrent tasks and projects effectively with demanding timeframes.
• Ability to tactfully approach sensitivities to differing perspectives and political circumstances within all levels of the organization as well as the Office of the President and external constituencies.
• Demonstrated ability to focus on priorities, strategies, and vision.
• Ability to multi-task with demanding timeframes.
• Ability to use a high level of discretion and maintain all confidentiality.
• Ability to think creatively and act independently without guidance.
• Advanced service orientation.

PREFERRED QUALIFICATIONS

• Advanced knowledge of the organizations, processes, protocols and procedures.
• Knowledge of federal regulations such as FERPA.

SPECIAL CONDITIONS OF EMPLOYMENT

• Selected candidate will be required to pass a pre-employment criminal history background check.
• Ability to work long periods of time at a computer with or without accommodation.
• Will be required to work a hybrid work schedule, days of the week and number of days to be determined, and be able to fulfill requirements of the UCSC telecommuting agreement.
• Ability to work occasional evenings and weekends as directed.
• Selected candidate will be required to complete training within established time frames as directed including UC compliance training.
• The University of California has implemented a COVID-19 Vaccination Policy covering all employees. To be compliant with the policy, covered employees must submit proof of vaccination or have an approved exception or deferral, eight (8) weeks from date of hire.
• Per the Child Abuse and Neglect Reporting Act (CANRA), this position has been identified as a Mandated Reporter. The selected candidate will be required to report known or suspected child abuse or neglect as defined by CANRA and will be required to sign a Statement Acknowledging Requirement to Report Child Abuse prior to commencing employment. CANRA Penal Codes, and related definitions, requirements, and responsibilities may be obtained here.

SAFETY STATEMENT

All UCSC employees must understand and follow job safety procedures, attend required health and safety training, proactively promote safety at work, and promptly report actual and potential accidents and injuries.

HOW TO APPLY

Attach your resume and cover letter when applying for this job opening. Do not attach any documents to 'My Activities'. Visit our How to Apply tutorial for detailed instructions on our applicant process.

EEO/AA

The University of California is an Equal Employment 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. UC Santa Cruz is committed to excellence through diversity and strives to establish a climate that welcomes, celebrates, and promotes respect for the contributions of all students and employees.


APPLICANTS ARE REQUIRED TO USE THE UCSC ON-LINE PROCESS
View full job description and access on-line application:
https://careerspub.universityofcalifornia.edu/psp/ucsc/EMPLOYEE/HRMS/c/HRS_HRAM.HRS_APP_SCHJOB.GBL?Page=HRS_APP_JBPST&Action=U&FOCUS=Applicant&SiteId=11&JobOpeningId=51715&PostingSeq=1

To ensure review of application materials by the hiring unit, they must be submitted on or before the initial review date (IRD) via the Staff Employment Opportunities web site; https://jobs.ucsc.edu. A computer is available at the UC Santa Cruz Staff Human Resources Office located at Scotts Valley Center. The Scotts Valley Center is located at 100 Enterprise Way, Suite E100, Scotts Valley, CA 95066. To learn more or to request disability accommodations, call 831-459-2009. Hearing impaired are encouraged to use the California Relay Service at 800-735-2922. UC Santa Cruz is an Equal Opportunity Employer.

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, age, or protected veteran status. UC Santa Cruz is committed to excellence through diversity and strives to establish a climate that welcomes, celebrates, and promotes respect for the contributions of all students and employees.

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