General Information
| Job Description | EXEC AST 3 | Working Title | Executive Assistant |
|---|---|---|---|
| Job Code | 007384 | Grade | 20 |
| Department Name | Chancellor's Office - Gen Ops - D01124 | Department Head | Elizabeth Romero |
| Supervisor | Elizabeth Romero | Effective Date | 05/15/2023 |
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
| Under the general supervision of the Assistant Vice Chancellor (AVC) for Governmental & Community Relations, the Executive Assistant provides high-level executive support to the AVC and the Governmental & Community Relations (GCR) office-at-large; reception, scheduling, and administrative support for the Office of the Chancellor; and employs effective techniques to facilitate success and efficiency within the organization. The Executive Assistant serves as the focal point for incoming communications, screens and directs calls as appropriate, and responds to various inquiries and questions orally and in writing. The Executive Assistant works under the pressure of constantly changing priorities, unanticipated urgent demands, and multiple tasks. The Executive Assistant maintains the AVC?s calendar, arranges meetings and makes travel arrangements; assists on special projects as assigned, including event coordination and presentation development; proofreads/edits documents and communications. This position is physically located in the Chancellor's office suite, with a dotted reporting line to the Executive Assistant to the Chancellor. Relevant duties in the Chancellor's office include staffing the reception desk, organizing and scheduling Chancellor event requests, providing back-up calendaring and travel support for the Executive Assistant to the Chancellor, and other administrative coordination as needed. |
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 |
| Experience updating and editing university websites. | Preferred |
| Experience utilizing online forms and project management software, such as WorkFront. | Preferred |
| Previous UC experience. | Preferred |
License Requirements
Certification Requirements
| Certification | Requirement |
|---|
Educational Condition Requirements
| Condition | Requirement |
|---|
Key Responsibilities
| Description | % Time |
|---|---|
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.
|
40 |
| Provides administrative support to the Chancellor's immediate office, including front desk reception, coordination and scheduling of Chancellor event requests, organizing signature and letter requests, and providing back-up calendaring and travel support for the Chancellor. | 35 |
| Participates in the development and implementation of efficient and effective systems for managing information, projects and communications to ensure accurate and timely responses. | 5 |
| Makes high level contacts of a sensitive nature, internally and externally requiring discretion and diplomacy. | 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 |
| Other duties as assigned. | 5 |
Knowledge, Skills & Abilities
| Knowledge/Skill/Ability | Requirement |
|---|---|
| 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 |
| Ability to multi-task with demanding timeframes. | Required |
| Strong skills to communicate effectively with all levels of staff, faculty, alumni/donors, students and external constituencies, both verbally and in writing. | Required |
| Advising and counseling skills. | Required |
| Ability to use high-level discretion and maintain a high level of confidentiality. | Required |
| Strong service orientation. | Required |
| Solid analytical/problem-solving skills. | Required |
| Thorough knowledge of common organization-specific and other computer application programs. | Preferred |
| Knowledge of federal regulations such as FERPA. | Preferred |
| Familiarity with the organization's processes, protocols and procedures. | 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 |