General Information
| Job Description | EXEC AST 3 | Working Title | Executive Assistant/Athletics Director and Sr. Management Team |
|---|---|---|---|
| Job Code | 007384 | Grade | 20 |
| Department Name | Intercollegiate Athletics - D01099 | Department Head | Wesley Mallette |
| Supervisor | Wesley Mallette | Effective Date |
Position(s) Directly Supervised
| Job Code | Title | FTE |
|---|
Generic Scope
| Experienced professional who knows how to apply theory and put it into practice with in-depth understanding of the professional field; independently performs the full range of responsibilities within the function; possesses broad job knowledge; analyzes problems/issues of diverse scope and determines solutions. |
Custom Scope
| For a senior manager (i.e. direct report to a direct report to the President, Chancellor or Health System CEO), ensures administrative processes and office operations run smoothly in the executive's office. Demonstrates good judgment in selecting methods and techniques for obtaining solutions. |
Department Custom Scope
| This position provides high-level support, scheduling, and coordination to the Director of Intercollegiate Athletics (AD) and the Senior Management team. The Executive Assistant is responsible for representing the Intercollegiate Athletics office in a professional manner to a variety of internal and external constituents, including other Directors, coaches, staff, students, community members, visitors, and the UC Office of the President. The incumbent has a thorough understanding of the AD's and senior management team's priorities and expectations, coordinates and prioritizes their schedules, and ensures that the AD is briefed and prepared for meetings and events. The incumbent also assists with communications and events sponsored by the Intercollegiate Athletics administration office. |
Education & Experience Requirements
Education Requirements
| Degree | Requirement |
|---|---|
| Bachelor's degree in related area and/or equivalent experience/training. | Required |
Experience Requirements
| Experience | Requirement |
|---|---|
| 4 - 7 years of related experience. | Required |
License Requirements
Certification Requirements
| Certification | Requirement |
|---|
Educational Condition Requirements
| Condition | Requirement |
|---|
Key Responsibilities
| Description | % Time |
|---|---|
| Oversees and ensures the daily administrative operations run smoothly for the executive's office. | 20 |
| Prepares confidential reports for senior staff, systemwide and other officials. | 10 |
| Participates in the development and implementation of efficient and effective systems for managing information, projects and communications to ensure accurate and timely responses. | 10 |
| 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. | 10 |
| Implements related business processes. | 5 |
| Makes high level contacts of a sensitive nature, internally and externally requiring discretion and diplomacy. | 5 |
| Handles the details of a variety of matters on behalf of the executive. | 5 |
| Responds to inquiries from faculty, staff, students and the public on behalf of the executive regarding organization operations, policies and procedures. | 5 |
| Investigates issues and problems; drafts and prepare responses to urgent requests. | 5 |
| Maintains a comprehensive database of initiatives and assignments, to include actions delegated. | 5 |
| Organizes ad hoc committees appointed by the executive on a broad range of issues. | 5 |
| Briefs executives on deadlines and the status of pending issues. | 5 |
| Researches, compiles and summarizes issues, policies and topics; provides background information, talking points and briefing materials for the executive. | 5 |
| Prepares responses to urgent divisional requests on behalf of the executive. | 5 |
Knowledge, Skills & Abilities
| Knowledge/Skill/Ability | Requirement |
|---|---|
| Ability to use high-level discretion and maintain a high level of confidentiality. | Required |
| Familiarity with the organization's processes, protocols and procedures. | Required |
| Ability to multi-task with demanding timeframes. | Required |
| Advising and counseling skills. | Required |
| Strong skills to communicate effectively with all levels of staff, faculty, alumni/donors, students and external constituencies, both verbally and in writing. | 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 service orientation. | Required |
| Knowledge of federal regulations such as FERPA. | Required |
| Solid analytical/problem-solving skills. | Required |
| Thorough knowledge of common organization-specific and other computer application programs. | Preferred |
Special Requirements & Conditions
| Special Condition | Requirement |
|---|
Other Special Requirements & Conditions
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Level of Supervision Received
| General Supervision |
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: Yes |