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Responsible for the day-to-day administrative support to the Dean, Associate Dean, Director of Development, and Assistant Dean/CFAO. Purchases a wide variety of supplies, equipment, and services for the School of Public Policy Dean, Associate Dean and Director of Development. Uses procurement card as needed for related purchases for the Dean. Serves as a backup for processing online work orders for printing, communications, facilities, and transportation. Coordinates entertainment business-related meetings and events logistics. These responsibilities are inclusive of the following: securing event/meeting location, identifying appropriate vendors, handling RSVP lists, providing on-site support, and finalizing all required paperwork after event is completed. Arranges for the maintenance of office equipment in collaboration with SPP/SOE IT. Submits reimbursements and routes invoices accordingly. Assures accuracy of these purchases and maintains proper archives. Ensure the use of appropriate FAUs (coding of accounting information). Ensures financial transactions are in compliance with campus policies and procedures. Provides administrative support to the Associate Dean and Chair of the Executive Committee as it relates to faculty meetings, faculty retreats, and Executive Committee meetings. Serves as Executive Committee and Academic Senate liaison.
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25 |
Functions as the gatekeeper, understanding the requirements of the executive, in order to prioritize issues according to urgency and to allocate time accordingly.
- Manages a complex and tightly-booked calendar for the Dean. Provides relevant background and briefing materials in advance of the meeting. Develops meeting agendas with consideration of current issues and in consultation with the Dean and others. Coordinates necessary arrangements for presentations and special items. Works closely with staff and faculty of the SPP for requests requiring the Dean's approval.
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10 |
Directs the daily administrative operations for the executive's office.
- Provides comprehensive planning and administrative support which include travel planning and reimbursement as needed for the Dean, Associate Dean, and Director of Development. Manages the front desk operations and processes all correspondence for the SPP Dean's Suite. Supervises the Dean?s Office Student Assistant(s). Reviews all incoming SPP mail to determine actions needed and routes as appropriate, providing pertinent background material and highlighting urgent items. Oversees the tracking and verification of mailings and deliveries. Other duties and special projects as assigned in support of the SPP's strategic goals.
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5 |
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Develops and implements efficient and effective systems for managing information, projects and communications to ensure accurate and timely responses.
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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.
- Acts as focal point for a wide variety of issues confronting the Dean's office from external and internal constituencies.
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5 |
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Makes high-level contacts of a sensitive nature with both internal and external individuals, requiring a high level of discretion and diplomacy.
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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 |
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Briefs executive in a timely fashion, with regard to priorities and deadlines, on the status of pending issues.
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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 |
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Researches, analyzes and synthesizes information to prepare executive briefings, reports, and summaries.
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5 |
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Organizes ad hoc committees appointed by the executive on a broad range of issues.
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5 |
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Handles the details of complex and highly sensitive matters on behalf of the executive.
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5 |
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Researches, compiles and summarizes complex and/ or highly sensitive issues, policies and topics; provides background information, talking points and briefing materials for the executive.
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5 |
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Ensures the Dean and Director of Development have adequate time for briefings, travel, meeting preparation and daily review of correspondence when hosting development events and meetings. Develops, in consultation with the Director of Development, all development related marketing materials, solicitation letters for identified priorities and letters when gifts are received. Coordinate development and advisory board related event logistics (i.e. Donor cultivation and stewardship activities).
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5 |
