Directs the daily administrative operations for the executive's office.
- Direct and manage daily operations for the International Affairs (IA) office. Keeps VPIA aware of concerns. Maintains a clear understanding of the VPIA's vision and mission for International Affairs. Is a liaison between direct reports, and staff to ensure business goals and VPIA requirements are met. Attends leadership meetings. Responsible for external and internal facing communications for International Affairs on behalf of the VPIA, including but not limited to the IA website, newsletters, and VPIA correspondence. Develops close working relationships with VPIA direct reports and other campus stakeholders (internal/external to the organization) to effectively communicate and execute the needs of the VPIA and goals and initiatives of the VPIA and the organization. Additionally, provides executive support to the IA leadership team as needed. .
|
15 |
Functions as the gatekeeper, understanding the requirements of the executive, in order to prioritize issues according to urgency and to allocate time accordingly.
- Responsible for scheduling the VPIA's calendar, manages a complex and highly impacted schedule, understands the strategic goals of the VPIA and International Affairs and ensures adequate time for briefings and meeting preparation. Authors and drafts correspondence on behalf of the VPIA. Through independent analysis and sound judgement, performs high level strategic support to the organization and coordinates short and long-term activities in alignment with the VPIA's goals and the goals of the organization. Analyzes VPIA priorities and meets with VPIA direct reports and IA leadership as needed and in alignment with the organization's goals.
Manages VPIA project timelines and specifications to make sure progress is being made and timelines are met; will take the initiative to communicate with individuals/departments/divisions to ensure things are executed on time.
|
10 |
|
Researches, analyzes and synthesizes information to prepare executive briefings, reports, and summaries.
|
10 |
|
Hire, oversee, and mentor Shared Services Student Work group for International Affairs to include front desk coverage. Develop, implement, manage, and lead an effective and innovative student employee work experience program, including the creation of the program policies, procedures, student employee training and expectations, program review and assessment, resource allocation, and workplace productivity. Work with program directors within the organization and assess individual program needs, establish project needs, allocate resources based on deadlines and workload capacity. Ensure that program support is balanced across projects
|
10 |
Develops and implements efficient and effective systems for managing information, projects and communications to ensure accurate and timely responses.
- Maintains paper and electronic filing systems involving matters of highly confidential materials. Maintains confidentially of information, records and correspondences; exercises sound judgment and utmost discretion.
|
5 |
|
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.
- Communicates across a diverse audience base, communicates and develops close working relations with VPIA direct reports and other campus stakeholders (internal/external to the organization) to effectively communicate and execute the needs of the VPIA and goals/initiatives of the organization. Acting on behalf of the VPIA, presents and is accountable for a high-level acumen with regards to verbal and written communication. Anticipates and mitigates potential and actual conflicts using sound judgement; performs a high level of troubleshooting and problem solving on a variety of complex issues. Displays a high degree of empathy, is patient, and remains professional.
|
5 |
|
Maintains a comprehensive database of initiatives and assignments, to include actions delegated to other offices.
|
5 |
|
Briefs executive in a timely fashion, with regard to priorities and deadlines, on the status of pending issues.
|
5 |
|
Coordinates information from other departments and tracks to ensure completion with sufficient time for executive review in advance of meetings.
|
5 |
|
Prepares confidential reports and summarizes issues for senior staff, and other officials within the UC system.
|
5 |
|
Organizes ad hoc committees appointed by the executive on a broad range of issues.
|
5 |
Handles the details of complex and highly sensitive matters on behalf of the executive.
- May attend meetings on behalf of the VPIA, takes minutes and assists with presentation documents, and agendas. Supports travel arrangements for VPIA and ensures travel reimbursements are processed in a timely manner. Maintains paper and electronic filing systems involving matters of highly confidential materials. Maintains confidentially of information, records and correspondences; exercises sound judgment and utmost discretion. Investigates issues and problems; anticipates and mitigates potential and actual conflicts using sound judgement; performs a high level of troubleshooting and problem solving on a variety of complex issues. Briefs VPIA and leadership team, as appropriate, including all necessary background information to ensure the VPIA and the leadership team are prepared for these matters. Provides calendaring support and travel coordination the leadership team as needed.
|
5 |
|
Prepares responses to urgent divisional requests on behalf of the executive; takes charge of complex and highly sensitive matters, and independently investigates issues and problems.
|
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.
|
5 |
