General Information
| Job Description | EXEC AST 4 | Working Title | Executive Assistant to the Vice Chancellor of University Advancement |
|---|---|---|---|
| Job Code | 007385 | Grade | 22 |
| Department Name | VCUA - Office - D01183 | Department Head | |
| Supervisor | Effective Date | 09/25/2017 |
Position(s) Directly Supervised
| Job Code | Title | FTE |
|---|
Generic Scope
| Technical leader with a high degree of knowledge in the overall field and recognized expertise in specific areas; problem-solving frequently requires analysis of unique issues/problems without precedent and/or structure. May manage programs that include formulating strategies and administering policies, processes, and resources; functions with a high degree of autonomy. |
Custom Scope
| For a senior leader (i.e. direct report to the President, Chancellor or Health System CEO), provides leadership and professional expertise for units at the highest levels of administration at the University. Develops and administers systems for managing information, projects and communications throughout unit; functions with a high degree of autonomy. Significant barriers to entry exist at this level (e.g., may require senior leaderships' approval). |
Department Custom Scope
| The Executive Assistant to the Vice Chancellor of University Advancement provides executive assistant level support to the Vice Chancellor for University Advancement on a wide range of issues, exercising sound judgment, tact, and diplomacy. Will manage the coordination and execution of the Vice Chancellor's travel and expense reports/reimbursements. Will represent the Vice Chancellor and University in a professional manner. The incumbent will have a thorough understanding of the Vice Chancellor's priorities and expectations and take these into account when coordinating his/her complex schedule and providing high-level administrative and project support. S/He will manage the Vice Chancellor's calendar assuring that the Vice Chancellor is fully briefed and has all relevant background materials for each engagement; coordinates with other staff to arrange details of meetings involving the Vice Chancellor; advises on appropriate role for the Vice Chancellor and strategies for relevant campus and community events; as required, writes and/or arranges for preparation of the Vice Chancellor's remarks and Chancellor briefings. Manages all aspects of the Vice Chancellor's business; develops and distributes agendas, attends meetings, records highlights and tracks action items, and initiates follow-up as necessary and/or requested. Coordinates work and monitors progress related to Vice Chancellor's correspondence, meetings, travel, committee/board service, and other university business. Maintains electronic and hard copy filing systems for easy retrieval; responsible for establishing and maintaining a professional and cooperative working environment within the Vice Chancellor's Office and with the Chancellor's organization; initiates policies and procedures to achieve maximum efficiency. |
Education & Experience Requirements
Education Requirements
| Degree | Requirement |
|---|---|
| Bachelor's degree in related area and/or equivalent experience/training. | Required |
| Master's degree | Preferred |
Experience Requirements
| Experience | Requirement |
|---|
License Requirements
| License | Requirement |
|---|---|
| Valid Drivers License | Required |
Certification Requirements
| Certification | Requirement |
|---|
Educational Condition Requirements
| Condition | Requirement |
|---|
Key Responsibilities
| Description | % Time |
|---|---|
Performs most of the following: Directs the daily administrative operations for the executive's office.
|
35 |
Develops and implements efficient and effective systems for managing information, projects and communications to ensure accurate and timely responses.
|
5 |
Functions as the gatekeeper, understanding the requirements of the executive, in order to prioritize issues according to urgency and to allocate time accordingly.
|
5 |
| Responds to a wide variety of questions and issues from faculty, staff, students and the public on behalf of the executive, including those highly sensitive in nature. | 5 |
| Makes high-level contacts of a sensitive nature with both internal and external individuals, requiring a high level of discretion and diplomacy. | 5 |
| Maintains a comprehensive database of initiatives and assignments, to include actions delegated to other offices. | 5 |
| Briefs executive in a timely fashion, with regard to priorities and deadlines, on the status of pending issues. | 5 |
| Coordinates information from other departments and tracks to ensure completion with sufficient time for executive review in advance of meetings. | 5 |
| Prepares confidential reports and summarizes issues for senior staff, and other officials within the UC system. | 5 |
Prepares responses to urgent divisional requests on behalf of the executive; takes charge of complex and highly sensitive matters, and independently investigates issues and problems.
|
5 |
| Provides comprehensive planning, project and administrative support to the Vice Chancellor. Establishes and maintains professional relationships with UCR administrators, faculty, major donors, alumni, and officials at the Office of the President for the gathering and exchange of information. | 10 |
| Meeting preparation- Assembling agendas, supporting materials, communications, and notes. Confirm date and location, room reservations and catering. | 5 |
| Review and approval of attendance requests | 5 |
Knowledge, Skills & Abilities
| Knowledge/Skill/Ability | Requirement |
|---|---|
| Advanced knowledge of the organization's processes, protocols and procedures. | Required |
| Knowledge of federal regulations such as FERPA. | Preferred |
| Intermediate to advanced knowledge of common organization-specific computer applications. | Required |
| Advanced analytical/problem-solving skills. | Required |
| 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. | Required |
| Strong skills to communicate and influence effectively with all levels of staff, faculty, alumni/donors, students and external constituents, both verbally and in writing. | Required |
| Small to mid-level project management skills. | Required |
| Advising and counseling skills. | Preferred |
| Ability to multi-task with demanding timeframes. | Required |
| Ability to use a high level of discretion and maintain all confidentiality. | Required |
| Advanced service orientation. | Preferred |
| Skill in managing a complex calendar, using Oracle Calendar, Microsoft Exchange, or a similar enterprise system. Ability to prioritize and manage a rapidly changing schedule. | Preferred |
| Ability to work creatively and effectively in an environment with multiple tasks, short deadlines, and changing priorities. Skill in planning and organizing work flow. | Required |
| Skill in diplomatically interacting with and receiving visiting delegates. Experience in making complex travel arrangement and preparing itineraries. | Required |
| Demonstrated working knowledge of university structure, organization, and key administrative players. Demonstrated working knowledge of University policies and procedures. | Preferred |
| Exceptional written and oral communication skills. | Required |
| Excellent interpersonal skills to work with a wide variety of constituents from all levels of internal and external organizations. | Required |
| Strong organizational and time management skills. | Required |
| Experience in determining priorities based on general instructions and knowledge of the situation. | Required |
| Demonstrated experience to define problems, identify solutions and independently act on resolution. | Required |
Special Requirements & Conditions
| Special Condition | Requirement |
|---|---|
| Curiosity for learning about philanthropy and the mission of University Advancement. | Preferred |
Other Special Requirements & Conditions
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Level of Supervision Received
| Direction |
Environment
Working Environment
| Campus |
Other Requirements
Items Used
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Physical Requirements
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Mental Requirements
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Environmental Requirements
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Critical Position
| Is Critical Position: No |