General Information
| Job Description | EXEC AST 3 | Working Title | Executive Assistant to the Dean of School of Business |
|---|---|---|---|
| Job Code | 007384 | Grade | 20 |
| Department Name | School of Business - D01039 | Department Head | Yunzeng Wang |
| Supervisor | Yunzeng Wang | Effective Date | 09/12/2022 |
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 School of Business 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., Professional MBA, Master of Professional Accountancy (MPAc), Master of Finance (MFin) and Master of Science in Business Analytics programs. The School of Business 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 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 correspondences 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, arrange 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 |
|---|---|
| Minimum 3 years of experience as executive assistant or equivalent in Higher Education | Preferred |
| 4 - 7 years of related experience. | Required |
| Experience in an executive support position, working with constituents at various levels. | Preferred |
| Minimum 3 closely related experience in handling sensitive confidential information, issues and requests generated by executives, major donors, and/or others. | Preferred |
License Requirements
Certification Requirements
| Certification | Requirement |
|---|
Educational Condition Requirements
| Condition | Requirement |
|---|
Key Responsibilities
| Description | % Time |
|---|---|
| Coordinates a variety of event logistics (i.e. Dean's events, Annual Fall Welcome Back Events, Commencement, Economic Forecast Conference, Scholarship Awards Dinner, Beta Gamma Sigma Installation Ceremony and Reception, Executive Fellows Installation Dinner, 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 | 25 |
Handles the details of a variety of matters on behalf of the executive.
|
20 |
| Oversees and ensures the daily administrative operations run smoothly for the executive's office. | 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. | 5 |
| Makes high level contacts of a sensitive nature, internally and externally requiring discretion and diplomacy. | 5 |
| Responds to inquiries from faculty, staff, students and the public on behalf of the executive regarding organization operations, policies and procedures. | 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 |
| Coordinates information collection from various sources for executive review in advance of meetings. 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 | 5 |
Knowledge, Skills & Abilities
| Knowledge/Skill/Ability | Requirement |
|---|---|
| Ability to use high-level discretion and maintain a high level of confidentiality. | Required |
| Strong service orientation. | Required |
| Ability to multi-task with demanding timeframes. | Required |
| Strong skills in analyses and complex problem-solving. | 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 |
| 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 |
| Solid analytical/problem-solving skills. | Required |
| Familiarity with the organization's processes, protocols and procedures. | Preferred |
| Advising and counseling skills. | Preferred |
| Knowledge of federal regulations such as FERPA. | Preferred |
| Thorough knowledge of common organization-specific and other computer application programs. | Preferred |
Special Requirements & Conditions
| Special Condition | Requirement |
|---|---|
| Valid Drivers License | Required |
| Travel | Required |
| Travel Outside of Normal Business Hours | Required |
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 |