General Information
| Job Description | EXEC AST 3 | Working Title | Executive Assistant to the Dean |
|---|---|---|---|
| Job Code | 007384 | Grade | 20 |
| Department Name | School of Business Administrat - D01039 | Department Head | |
| Supervisor | Effective Date | 10/06/2016 |
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
| Provides support to a direct report of the senior leadership ; ensures front 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
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The School of Business Administration (SoBA) at the University of California, Riverside is a nationally-ranked and internationally-recognized AACSB-accredited business school. With over 14,000 alumni all over the world, it is home to the largest undergraduate business program in the University of California system, as well as the A. Gary Anderson Graduate School of Management, which features MBA, Ph.D., Flex MBA, Master of Professional Accountancy (MPAc), and Master of Finance (MFin) programs. SoBA is positioned as a center of excellence in business education through cutting-edge research on the business challenges of the 21st century. The Executive Assistant provides support to the Dean in the School of Business Administration (SoBA) and serves as an administrative resource to the School's management team. Additionally, this position will manage the Dean's calendar; along with preparing, proofreading, and/or editing correspondence that require business writing acumen. The incumbent performs responsibilities and makes decisions based on a thorough understanding of the Dean's priorities and expectations. The incumbent determines courses of action, coordinates with all responsible parties, arranges meetings, and sets agendas on behalf of the Dean. Prepares and reviews communication materials; ensures the Dean is fully briefed on relevant issues, and prepares all background information supporting each matter. Independently manages and advises on university communications, meetings/travel schedules, and campus and community events. Coordinates leadership meetings with the Dean's management team, faculty and staff, and participates on task forces, as assigned; responsible for developing and distributing agendas, conducting research, recording meeting highlights, tracking action items, and initiating follow-up, as needed. The Executive Assistant is responsible for planning and coordinating events on behalf of the Dean, including: sending invitations and managing RSVP lists, coordinating event logistics including registration and attendee tracking, working with outside vendors, providing presentation and materials support, and pre- and post-event evaluation. Responsible for the security of filing systems which includes sensitive and confidential information. Responsible for establishing and maintaining a professional and collaborative working environment. Must be able to maintain the highest level of confidence, tact and decisiveness while working under the pressure of constantly changing priorities, unanticipated urgent demands, and multiple tasks and projects with competing deadlines. |
Education & Experience Requirements
Education Requirements
| Degree | Requirement |
|---|---|
| Bachelor's degree in related area and/or equivalent experience/training. | Required |
Experience Requirements
| Experience | Requirement |
|---|
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. | 10 |
| Forwards situations and issues presented by staff, faculty and external constituents to appropriate staff members for resolution. | 5 |
| Participates in the development and implementation of 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 for scheduled events, travel and meetings. | 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 |
| Investigates issues and problems; drafts and prepare responses to urgent requests. | 5 |
| Maintains a comprehensive database of initiatives and assignments, to include actions delegated Organizes ad hoc committees appointed by the executive on a broad range of issues. | 5 |
| Prepares confidential reports for senior staff, system-wide and other officials. | 5 |
| Prepares responses to urgent divisional requests on behalf of the executive. | 5 |
| Researches, compiles and summarizes issues, policies and topics; provides background information, talking points and briefing materials for the executive. | 5 |
| Coordinates a variety of event logistics (i.e. Dean's events, Annual Homecoming Events, and other donor cultivation and stewardship activities, etc.). These responsibilities are inclusive of the following: securing event location, identifying appropriate vendors for necessary equipment and refreshments; negotiating pricing for venues and menus; developing and disseminating publicity materials; handling RSVP lists; providing on-site support for events (at UCR and at off-site event locations), conducting pre- and post-event evaluation, and finalizing all required paperwork after event is complete. | 10 |
| 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 |
| Coordinates information collection from various sources for executive review in advance of meetings. | 5 |
| Provides administrative support to the Administrative Leadership Team that develops and implements School long range goals, objectives and strategies as they relate to planning and implementation of academic programs. | 5 |
| Provides comprehensive planning and administrative support to the executive. Retains ultimate responsibility for scheduling of executive's calendar. Manages complex and tightly booked calendars, ensuring the executive has adequate time for briefings, travel, meeting preparation and daily review of correspondence. Synthesizes and reviews information and briefs the executive in advance of meetings. Prepares background materials for meetings. Develops, finalizes, and distributes meeting agendas. Supports executive in committee service, coordinates necessary arrangements for presentations and special items, often participating in meetings and providing analytical input to the Dean. | 10 |
| Performs other duties, as assigned | 5 |
Knowledge, Skills & Abilities
| Knowledge/Skill/Ability | Requirement |
|---|---|
| Familiarity with the organization's processes, protocols and procedures. | Preferred |
| Knowledge of federal regulations such as FERPA. | Preferred |
| Thorough knowledge of common organization-specific and other computer application programs. | Required |
| 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 service orientation. | Required |
| Strong skills to communicate effectively with all levels of staff, faculty, alumni/donors, students and external constituencies; both verbally and in writing. | Required |
| Strong skills in analyses and complex problem-solving. | Required |
| Advising and counseling skills. | Preferred |
| Ability to multi-task with demanding timeframes. | Required |
| Ability to use high-level discretion and maintain a high level of confidentiality. | Required |
| Five (5) years of closely related experience in handling sensitive confidential information, issues and requests generated by executives, major donors, and/or others. | Required |
| Advanced skill in using software programs, including Microsoft Word, Excel, PowerPoint, and Outlook software. Knowledge of and experience with internet search engines for data gathering purposes. | Required |
| Experience in an executive support position, working with constituents at various levels. | Required |
| Experience working in a higher education environment. | Preferred |
Special Requirements & Conditions
| Special Condition | Requirement |
|---|
Other Special Requirements & Conditions
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Level of Supervision Received
| GeneralSupervision |
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 |