General Information
| Job Description | EXEC AST 3 | Working Title | Executive Assistant to the Vice Provost for Academic Personnel |
|---|---|---|---|
| Job Code | 007384 | Grade | 20 |
| Department Name | Acad Personnel - Gen Ops - D01290 | Department Head | Daniel Jeske |
| Supervisor | Daniel Jeske | Effective Date | 10/12/2022 |
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 Executive Assistant provides executive-level administrative support to the Vice Provost of Academic Personnel on a wide range of issues, projects, policies, procedures, programs and other matters relating to the Office of the Vice Provost. The incumbent functions as the first point of contact for the Vice Provost Office, responding to in-person, telephone, and email communications from internal and external constituents. The incumbent independently resolves routine issues; handles highly confidential and sensitive information with discretion and tact; and composes clear, grammatically correct and concise correspondence. Manages the Vice Provost's calendar, assuring meetings are accurately schedule, fully briefing and providing relevant background materials. The incumbent will provide administrative support in travel planning, purchasing, reimbursements, and account reconciliation. |
Education & Experience Requirements
Education Requirements
| Degree | Requirement |
|---|---|
| Bachelor's degree in related area and/or equivalent experience/training. | Required |
Experience Requirements
| Experience | Requirement |
|---|---|
| 4 - 7 years of related experience. | Required |
License Requirements
Certification Requirements
| Certification | Requirement |
|---|
Educational Condition Requirements
| Condition | Requirement |
|---|
Key Responsibilities
| Description | % Time |
|---|---|
Handles the details of a variety of matters on behalf of the executive.
|
20 |
| Provides project management, maintains procedures, and serves as the point of contact for campus wide programs: Chancellor's Post Doctoral Scholars Program, Faculty Negotiated Salary Program and Faculty Search Committee Training. | 15 |
Oversees and ensures the daily administrative operations run smoothly for the executive's office.
|
10 |
| Prepares confidential reports for senior staff, systemwide and other officials. | 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 |
| Investigates issues and problems; drafts and prepare responses to urgent requests. | 5 |
| Maintains a comprehensive database of initiatives and assignments, to include actions delegated. | 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 |
| Serves as the backup for the Project Coordinator position by providing executive assistant support to the Assistant Vice Provost of Academic Personnel. Responsibilities include but are not limited to calendaring, researching information, UCPATH liaison, and providing administrative support for academic personnel processes. | 5 |
Knowledge, Skills & Abilities
| Knowledge/Skill/Ability | Requirement |
|---|---|
| Strong service orientation. | Required |
| Advising and counseling skills. | Required |
| Ability to multi-task with demanding timeframes. | Required |
| Ability to use high-level discretion and maintain a high level of confidentiality. | 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 |
| Knowledge of federal regulations such as FERPA. | Preferred |
| Thorough knowledge of common organization-specific and other computer application programs. | Preferred |
| Familiarity with UC policies, systems, and processes. | Preferred |
Special Requirements & Conditions
| Special Condition | Requirement |
|---|
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 |