General Information
| Job Description | EXEC AST 4 | Working Title | Executive Assistant to the Provost |
|---|---|---|---|
| Job Code | 007385 | Grade | 22 |
| Department Name | Chancellor's Office - Gen Ops - D01124 | Department Head | |
| Supervisor | Effective Date | 03/20/2017 |
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 provides high-level support and coordination to the Provost and Executive Vice Chancellor. The incumbent is a creative, independent problem-solver who is confident, proactive, adaptable, and observant. Sound judgment, tact, discretion, close attention to detail, and the ability to multi-task under pressure are essential characteristics. The ability to learn quickly and a willingness to welcome new challenges also are indispensable. The Executive Assistant is responsible for representing the Provost's office in a professional manner to a variety of internal and external constituents, including Deans, Vice Chancellors, staff, students, community members, visitors, and the UC Office of the President. The incumbent has a thorough understanding of the Provost's priorities and expectations, coordinates and prioritizes the Provost's schedule, and ensures that the Provost is briefed and prepared for meetings and events. The incumbent also assists with university communications and events sponsored by the Provost's office, and provides partial scheduling support for the Associate Provost. The Executive Assistant is also expected to continually enhance his/her skillset through ongoing professional development. |
Education & Experience Requirements
Education Requirements
| Degree | Requirement |
|---|---|
| Bachelor's degree in related area and/or equivalent experience/training. | Required |
| Advanced degree in related area. | Preferred |
Experience Requirements
| Experience | Requirement |
|---|
License Requirements
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.
|
10 |
| 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.
|
20 |
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 |
| Briefs executive in a timely fashion, with regard to priorities and deadlines, on the status of pending issues. | 5 |
| Prepares confidential reports and summarizes issues for senior staff, and other officials within the UC system. | 5 |
Researches, analyzes and synthesizes information to prepare executive briefings, reports, and summaries.
|
5 |
| Handles the details of complex and highly sensitive matters on behalf of the executive. | 5 |
| Retains ultimate responsibility for scheduling the Provost's time. Manages a complex and highly impacted calendar, ensuring the Provost has adequate time for briefings, meeting preparation and daily review of correspondence/e-mail. Consults with the Provost and Associate Provost to set appointments on the Provost's calendar in accordance with the urgency of the problem, travel schedule and priority of commitments. Monitors and manages the Provost's incoming email. Organizes meetings/retreats for the Provost, including arrangements for location/rooms, room set-up, food service, notices/invitations, etc. Gathers thorough information concerning all logistics of special events as well as expectations for the Provost's role. When a speaking role is involved, coordinates preparation of the Provost's remarks, ensuring they are submitted in time for review and revision, if necessary. Ensures the Provost is on time to meetings and events. Independently arranges for all necessary travel requirements for the Provost and Associate Provost (including airfare, car rentals, and hotel reservations); prepares and processes all necessary purchase orders and check requests for airline tickets, car rentals, registration fees, hotel deposits, etc. Upon return, processes necessary paperwork to obtain reimbursement for travel expenses. | 35 |
Knowledge, Skills & Abilities
| Knowledge/Skill/Ability | Requirement |
|---|---|
| Advanced knowledge of the organization's processes, protocols and procedures. | Preferred |
| Knowledge of federal regulations such as FERPA. | Preferred |
| Intermediate to advanced knowledge of common organization-specific computer applications. | Preferred |
| 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. | Required |
| Demonstrated skill in use of informational systems with software in a Windows-environment (Word, Microsoft Exchange, Corp Time, Excel, Access, PowerPoint). | Required |
| Skill in expressing ideas clearly and convincingly; skill in identifying the correct issues to be communicated, the appropriate audience, the method of communication and the timing of communication. | Required |
| Skill in establishing and maintaining cooperative working relationships, establishing rapport and gaining the trust of others, Ability to work with diverse populations at all levels internal and external to the organization. | Required |
| Demonstrated working knowledge of university structure, organization and key administrative players. | Preferred |
| Demonstrated ability to use sound judgment and tact in all matters, while paying close attention to detail. | Required |
| Ability to work independently, functioning confidently, proactively, and observantly while welcoming new challenges. | Required |
Special Requirements & Conditions
| Special Condition | Requirement |
|---|
Other Special Requirements & Conditions
|
|
Level of Supervision Received
| Direction |
Environment
Working Environment
| Campus |
Other Requirements
Items Used
|
Physical Requirements
|
Mental Requirements
|
Environmental Requirements
|
Critical Position
| Is Critical Position: No |