Location: Santa Cruz
Job ID: 50071
JOB POSTING
For full consideration, applicants are asked to provide a response to the following questions during the application process:
- What professional experiences have prepared you for this position?
- Describe a time when you anticipated potential problems in a process and developed preventative measures. How did you determine it was a potential problem? Did your idea accomplish the goals?
These questions appear in the section of the job application entitled: Questionnaire - Step 5 of 8
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:
03-20-2023
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
As the campus Chief Academic Officer and Chief Operations Officer, the Campus Provost/Executive Vice Chancellor (CP/EVC) is responsible for providing vision and guidance to campus senior leaders as they work to fulfill our campus mission and attain our strategic goals. The CP/EVC works closely with the Chancellor and the campus leadership team to engage faculty in the creation of a vibrant academic and research vision, infuse an entrepreneurial spirit to the creation of new sources of revenue, provide focused leadership to support student success, and assure a campus commitment to serving first-generation college students and a diverse student population. The CP/EVC provides leadership in the areas of the campus academic, capital, enrollment and financial planning, policy analysis, and fiscal administration; creating a vision for faculty, student and staff programs that engage and support the campus. The CP/EVC organization is dynamic, with priorities and issues that evolve and change daily. The team is committed to collaboration, the use of digital tools to create efficiencies, in the moment reprioritization and creating a collegial, optimistic and forward-facing environment. As representatives of the CP/EVC, all members of the immediate staff are expected to model the UC Santa Cruz Principles of Community in their interactions with senior leaders, faculty, students and staff at all levels of the organization, with colleagues throughout the UC system and in their interactions with agencies, organizations and individuals outside of the UC system.
JOB SUMMARY
The executive assistant is a member of the Campus Provost/Executive Vice Chancellor's (CP/EVC) direct support team. The CP/EVC's direct support staff work in tandem to provide seamless administrative support to the CP/EVC. The staff foster a positive, high-performance, and collaborative environment and actively collaborate with colleagues in the CP/EVC office, throughout the campus and systemwide to support the productivity of the CP/EVC. Under the general supervision of the Director of Operations, the incumbent is responsible for providing comprehensive, executive-level support. The incumbent learns the CP/EVC's priorities, initiatives, and deliverables and uses that knowledge to strategically support the daily schedules and long-range planning. Collaborates with all administrative staff in departments, directly reporting to the senior leadership and across campus. Uses concepts, skills, and organizational objectives to resolve the most complex issues with organization-wide impact. The incumbent must work in an environment of heavy workloads, pressing deadlines, and shifting priorities where a high level of confidentiality and sensitivity to issues is essential. Work must be completed with attention to detail, promptly and accurately, and in close collaboration with the Executive Analyst. The ability to adapt to constantly shifting priorities while managing strict and sometimes competing deadlines and unexpected urgent situations is necessary. This is a shared work environment, and being able to thrive as a member of a team in a collaborative environment is critical. The position requires the ability to multitask, strong organizational, communication, and critical thinking skills. This position requires an appreciation of the mission of the institution as well as the insight, tact, discretion, and diplomacy to interact effectively with university senior leaders, staff, faculty, students, and community members.
APPOINTMENT INFORMATION
Salary Information: Salary Range: $
68,400 - $110,000/annually. Salary commensurate with skills, qualifications and experience.<br><br>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.<br><br><strong style="font-family:"Times New Roman",serif">No. of Positions:</strong> 1<br><br><strong style="font-family:"Times New Roman",serif">Benefits Level Eligibility:</strong> Full benefits<br><br><strong>Schedule Information:</strong><br><ul> <li>Full-time, Fixed</li> <li>Percentage of Time: 100%, 40 Hours per Week</li> <li>Days of the Week: Mon-Fri</li> <li>Shift Includes: Day</li></ul><br><strong style="font-family:"Times New Roman",serif">Employee Classification:</strong> This is a Career appointment<br><br><strong style="font-family:"Times New Roman",serif">Job End Date:</strong> None<br><br><strong style="font-family:"Times New Roman",serif">Work Location:</strong> UC Santa Cruz Main Campus<br><br><strong style="font-family:"Times New Roman",serif">Union Representation:</strong> Non-Represented<br><br><strong style="font-family:"Times New Roman",serif">Job Code Classification: </strong>EXEC AST 4 (007385)<br><br><strong style="font-family:"Times New Roman",serif">Travel:</strong> Never or Rarely<br><br><strong style="font-family:"Times New Roman",serif">JOB DUTIES</strong><br><br><b>90% - Executive Support</b><br><ul> <li>As a member of a collaborative and high-performing administrative team, addresses the support needs of the Campus Provost/Executive Vice Chancellor (CP/EVC) in an effective, efficient, and timely manner. Works in partnership with the administrative support team to prioritize all incoming requests, inquiries, and action items; Collaborates with other administrative divisional and campus-level staff to facilitate CP/EVC's advancement of campus priorities. <ul> <li>Duties include:</li> <li>Manages highly impacted CP/EVC calendar with an understanding of the nuanced requirements of the CP/EVC, balancing the advancement of priorities and initiatives, attending to urgent issues, and maintaining regular contact with key constituents and leaders and allocates time accordingly.</li> <li>Responds and coordinates speaking requests of CP/EVC, working with such offices as University Relations, academic divisions, and the Chancellor's Office.</li> <li>Allocates CP/EVC's time and manages scheduled administrative and scholarly events, travel, meetings, and focused time for the completion of critical tasks.</li> <li>Coordinates and schedules meetings, including room reservation, video conferencing, equipment, and catering needs</li> <li>Briefs CP/EVC in a timely fashion, on priorities, deadlines, and status of pending issues.</li> <li>Applies analytical and problem-solving skills to respond to a wide variety of questions and issues from faculty, staff, students, and the public on behalf of CP/EVC, including those highly sensitive in nature.</li> <li>Communicate and engage effectively with high-level internal and external constituents, with a high degree of discretion and diplomacy. Responds to inquiries from faculty, staff, students, and the public on behalf of the CP/EVC on a wide variety of matters; handles inquiries with sensitivity and tact.</li> <li>Handles the details of complex and highly sensitive matters on behalf of the executive.</li> <li>Oversees coordination of CP/EVC's travel arrangement and reconciliation of expenses.</li> <li>Maintains a comprehensive database of initiatives and assignments.</li> <li>Tracks activities on UC Office of the President mandates, campus special projects, and CP/EVC initiatives.</li> <li>Works closely with the team and the Records Management Office to archive, retrieve and store records according to campus policies; Organizes and archive emails to facilitate future retrieval.</li> <li>Independently coordinates standing and ad hoc meetings on a broad range of issues.</li> <li>May organize large-scale events, arranging and managing logistics, agenda development, guest accommodations, travel, etc.</li> <li>Serves as liaison for the CP/EVC to a diverse constituency, including the Office of the President, senior management, faculty, staff, students and community members. Facilitates the flow of information among these offices to ensure deadlines are met and information and reports are received from relevant units in a timely manner.</li> <li>Serves as a backup for the Executive Analyst and other Executive Support Admin staff during peak workload times or during an absence, which includes and not limited to taking meeting minutes, researching, creating, and updating daily briefing packets to provide background information, talking points, links, agendas, and other essential materials in preparation for the next day's schedule.</li> </ul> </li></ul><br><br><b>5% - Systems Improvement and Work Management</b><br><ul> <li>Participate in the development and implementation of improved systems for effectively and efficiently managing calendars, information, projects and communications to ensure accurate and timely responses.</li></ul><br><br><b>5% - Development Activities</b><br><ul> <li>Participate in workshops and trainings, professional groups and organizations in order to enhance skills and stay current on tools.</li></ul><br><br><strong style="font-family:"Times New Roman",serif">REQUIRED QUALIFICATIONS</strong><br><ul> <li>Bachelor's degree in related area and / or equivalent experience and / or training.</li> <li>Experience scheduling and managing a calendar.</li> <li>Demonstrated experience in providing administrative and project management support.</li> <li>Intermediate to advanced knowledge of common computer application programs including experience with video conferencing technology.</li> <li>Solid analytical as well as problem identification and problem solving skills.</li> <li>Political acumen, awareness and sensitivities to the differing perspectives and political circumstances within all levels of the organization including the Office of the President and external constituencies.</li> <li>Ability to use high-level discretion and maintain confidentiality.</li> <li>Strong skills to verbally communicate and influence effectively with all levels of staff, faculty, alumni / donors, students and external constituents, both verbally and in writing.</li> <li>Strong skills to communicate and influence effectively in writing with all levels of staff, faculty, alumni / donors, students and external constituents.</li> <li>Ability to multi-task with demanding timeframes.</li> <li>Demonstrated ability to work collaboratively with a team on projects and in a shared work environment.</li> <li>Demonstrated ability to work independently or with minimal supervision.</li> <li>Strong service orientation.</li> <li>Exceptional attention to detail and ability to retain information.</li> <li>Excellent interpersonal skills and customer service skills, including active listening, clarification, and de-escalation. Ability to work effectively with students, faculty, and staff, including individuals from a wide variety of cultures and backgrounds.</li></ul><br><br><strong style="font-family:"Times New Roman",serif">PREFERRED QUALIFICATIONS</strong><br><ul> <li>Advanced knowledge of the organization's processes, protocols and procedures.</li> <li>Advising and counseling skills</li> <li>Experience scheduling and managing an executive's calendar.</li> <li>Familiarity with the organizational structure of the campus.</li> <li>Knowledge of federal regulations such as FERPA.</li> <li>Familiarity with document management systems.</li></ul><br><br><strong style="font-family:"Times New Roman",serif">SPECIAL CONDITIONS OF EMPLOYMENT</strong><br><ul> <li>Selected candidate will be required to pass a pre-employment criminal history background check.</li> <li>Ability to work long periods of time at a computer with or without accommodation.</li> <li>Will be required to work all scheduled hours on-site.</li> <li>Ability to work occasional evenings and weekends as directed.</li> <li>Ability to occasionally work overtime with little or no advance notice.</li> <li>Selected candidate will be required to complete training within established time frames as directed including UC compliance training.</li> <li>Ability to maintain appearance and conduct suitable for working in a professional setting.</li> <li>The University of California has implemented a <a href="https://apptrkr.com/get_redirect.php?id=3965719&targetURL=https://policy.ucop.edu/doc/5000695/SARS-CoV-2_Covid-19" style="font-family:"Times New Roman",serif; color:blue; text-decoration:underline">COVID-19 Vaccination Policy</a> 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.</li></ul><br><br><strong style="font-family:"Times New Roman",serif">SAFETY STATEMENT</strong><br><br>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.<br><br><strong style="font-family:"Times New Roman",serif">HOW TO APPLY</strong><br><br>Attach your resume and cover letter when applying for this job opening. Do not attach any documents to 'My Activities'. Visit our <a href="https://apptrkr.com/get_redirect.php?id=3965719&targetURL=https://shr.ucsc.edu/talent-acquisition/applicant_resources/how-to-apply/index.html" style="font-family:"Times New Roman",serif; color:blue; text-decoration:underline">How</a> <a href="https://apptrkr.com/get_redirect.php?id=3965719&targetURL=https://shr.ucsc.edu/talent-acquisition/applicant_resources/how-to-apply/index.html" style="font-family:"Times New Roman",serif; color:blue; text-decoration:underline">to</a> <a href="https://apptrkr.com/get_redirect.php?id=3965719&targetURL=https://shr.ucsc.edu/talent-acquisition/applicant_resources/how-to-apply/index.html" style="font-family:"Times New Roman",serif; color:blue; text-decoration:underline">Apply</a> tutorial for detailed instructions on our applicant process.<br><br><strong style="font-family:"Times New Roman",serif">EEO/AA</strong><br><br>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.<br><br> <br><br><b>APPLICANTS ARE REQUIRED TO USE THE UCSC ON-LINE PROCESS</b><br>View full job description and access on-line application:<br><a href="https://apptrkr.com/3965719">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=50071&PostingSeq=1</a><br><br>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; <a href="https://jobs.ucsc.edu">https://jobs.ucsc.edu</a>. 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.<br><br><i>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.</i><br><br><img src="https://www.jobelephant.com/img.php?id=3965719&image=pixel"/><br><br>jeid-6a145c7539819a43b720d649d94339ca
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