General Information
| Job Description | EXEC AST 3 | Working Title | Executive Assistant, Advancement Administration |
|---|---|---|---|
| Job Code | 007384 | Grade | 20 |
| Department Name | Advancement Finance & Admin - D01216 | Department Head | |
| Supervisor | 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
| The executive assistant provides executive level coordination and support to the chief financial and administrative officer of University Advancement, providing high level programmatic and administrative support on a wide range of issues, projects, programs, and on matters of importance to the Advancement Administration department. Represents the Advancement Administration department in a professional manner, exercising sound judgement, tact, and the utmost discretion. Manages calendars, assuring that the designated individual is scheduled appropriately, fully briefed, and has relevant background materials for each engagement and meeting. Incumbent will also be responsible for processing purchase and travel requests, reimbursements, and other routine accounting transactions utilizing on-line financial systems. Assists with planning and execution of special projects as assigned. |
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 |
|---|---|
| Prepares confidential reports for senior staff, system wide 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. | 25 |
| Makes high level contacts of a sensitive nature, internally and externally requiring discretion and diplomacy. | 10 |
| Researches, compiles and summarizes issues, policies and topics; provides background information, talking points and briefing materials for the executive. | 5 |
| Coordinate assignment of projects and action items to Administration staff. Establish and manage system for follow-up on action items and ensure timely completion of the items or extend deadlines for completion as appropriate. Review action/information items assigned to staff for appropriate and complete response. Ensures that appropriate staff have been copied for possible comment and or discussion with CFAO. Works closely with departmental counterparts and key administrative staff in Administration to maintain effective communications and interpersonal relations. Provides essential support to maintain the smooth flow of operations of the UC Riverside Foundation Finance & Investment and Audit Committees. | 15 |
| Serves as executive level support to the Chief Financial and Administrative Officer (CFAO). Coordinates daily and long-range activities. Maintains a complex calendar of appointments, conferences, and travel, coordinating all details including financial transactions. Identifies information needed by the CFAO, interacts with staff across the organization to gather the information, and resolve problems or identify solutions. Serves as a resource to the CFAO in assembling, synthesizing, and summarizing issues for background materials. Coordinates preparation of relevant appointment briefing and background materials and ensure the materials are provided in a timely manner for review. Makes informed and necessary decisions for the coordination of meetings, conferences, retreats and events that involve campus staff. Exercises judgment regarding written or oral requests for the CFAO's time/consultation. Independently handles issues that do not require direct CFAO involvement. Performs analysis of complex, confidential and sensitive issues that support the professional objectives and activities of Administration. Trouble-shoots assignments and performs necessary background work and research to respond to concerns of internal and external clientele. | 25 |
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 |
| Solid 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. | Preferred |
| 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 |
| Advanced skill in using software programs, including Microsoft Word, Excel, PowerPoint, Access, and calendaring software. Knowledge of and experience with Internet search engines for data gathering purposes. | Required |
| Exceptional written and oral communication skills. Demonstrated correct usage of English, spelling, grammar, punctuation. Excellent interpersonal skills to work effectively with a wide variety of people from all levels of internal and external organizations. | Required |
| Strong skills in analyses and complex problem-solving. | Required |
| Demonstrated, progressively responsible experience providing analytical and high-level administrative support to executive level administrators. Demonstrated ability to analyze/interpret information and determine issues requiring review/input/action. | Preferred |
| Five (5) years of closely related experience to handle sensitive confidential information, issues and requests generated by campus executives, major donors and others. | Preferred |
| Knowledge of and experience with advancement and/or higher education. | Preferred |
Special Requirements & Conditions
| Special Condition | Requirement |
|---|---|
| Ability to travel between main campus and off campus locations. | Required |
Other Special Requirements & Conditions
|
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 |