Directs the daily administrative operations for the executive's office.
- Supervises performance evaluation, work assignments, discipline and hiring authority for the Administrative Assistant.
Delegates, routes, responds to, or redirects correspondence as appropriate. Maintains confidentiality of information, records and correspondence; exercises sound judgment and utmost discretion.
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15 |
Develops and implements efficient and effective systems for managing information, projects and communications to ensure accurate and timely responses.
- Organizes and maintains the Vice Chancellor's correspondence using content and knowledge of issues to organize the filing system appropriately and track the status of action items related to outgoing mail. Coordinates the assignment of the Vice Chancellor's action items to senior staff and management, following up on action items and ensuring timely completion or extension of deadlines.
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10 |
Functions as the gatekeeper, understanding the requirements of the executive, in order to prioritize issues according to urgency and to allocate time accordingly.
- Serves as a liaison to and coordinates the Vice Chancellor's communications with other high level administrative and academic offices on and off UCR's campus. Oversees and coordinates complex logistics relating to campus visits by external delegations. Maintains the Vice Chancellor's calendar; consults with the Vice Chancellor to set appointments in accordance with the urgency of the problem, travel schedule, and priority of commitments.
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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.
- Responds to inquiries on a wide variety of topics and reviews responses prepared by others.
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5 |
Makes high-level contacts of a sensitive nature with both internal and external individuals, requiring a high level of discretion and diplomacy.
- Serves as a liaison and coordinates the Vice Chancellor's communications with other high level administrative and academic offices at UCR, UCOP, other campuses, and external agencies. Maintains a professional, positive, and open environment reflective of the Vice Chancellor's priorities and management style.
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5 |
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Maintains a comprehensive database of initiatives and assignments, to include actions delegated to other offices.
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5 |
Briefs executive in a timely fashion, with regard to priorities and deadlines, on the status of pending issues.
- The Executive Assistant acts as a focal point for a wide variety of issues confronting the Vice Chancellor's office and must anticipate the needs of the Vice Chancellor and act in advance of consultation with the Vice Chancellor. Determines the course of action, coordinates with all responsible parties, convenes meetings, and sets agendas to discuss and resolve issues, presents recommended course of action to the Vice Chancellor, and follows through on implementation of decisions.
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5 |
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Coordinates information from other departments and tracks to ensure completion with sufficient time for executive review in advance of meetings.
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5 |
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Prepares confidential reports and summarizes issues for senior staff, and other officials within the UC system.
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5 |
Researches, compiles and summarizes complex and/or highly sensitive issues, policies and topics; provides background information, talking points and briefing materials for the executive.
- As a principal staff advisor to the Vice Chancellor, the Executive Assistant undertakes assignments which cross a broad range and variety of administrative issues. Anticipate and identify critical issues, perform research and data collection, obtain advice and input from campus resources as necessary, and formulate solutions prior to consultation with the Vice Chancellor. Prepares the Vice Chancellor for participation in meetings and arranges for and participates in briefings.
May drive to and from meetings and events transporting other individuals.
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10 |
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Other duties as assigned.
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5 |
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Organizes meetings/retreats for the Vice Chancellor, including arrangements for location/rooms, necessary AV, room set-up, notices, food service, notices/invitations, etc. Prepares business meal and entertainment reimbursements.
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10 |
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Composes, drafts, edits, reviews, and finalizes correspondence and other documents; coordinates the preparation of correspondence and types correspondence using word processing applications; prepares and prints reports; screens and prioritizes incoming correspondence/ faxes in consultation with the Vice Chancellor and their direct reports. Prepares or coordinates preparation of PowerPoint presentations as needed.
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10 |
