Executive Assistant to the Dean

NO VISA SPONSORSHIP AVAILABLE FOR THIS POSITION.
Applicants must have current work authorization when accepting a Baskin Engineering or affiliate staff position. We are unable to sponsor or take over sponsorship of an employment Visa for staff.

HOW TO APPLY

For full consideration, applicants should attach their resume and cover letter when applying for a job opening. For guidance related to the application process or if you are experiencing difficulties when applying, please review the Applicant Resources on our website.

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INITIAL REVIEW DATE (IRD)

Application materials submitted by 11:59 pm on the IRD will be routed to the hiring unit for consideration. Materials submitted after the IRD will ONLY be forwarded at the request of the hiring unit. To ensure your application is routed for consideration, submit your materials before 11:59 p.m. on the IRD. Application materials cannot be accepted outside of the jobs portal. Applications cannot be edited on an applicant's behalf. For more information about the IRD and the applicant review process, view this link.

The IRD for this job is: 11-14-2024

ABOUT UC SANTA CRUZ

UC Santa Cruz is a public university like no other in California, combining the experience of a small, liberal arts college with the depth and rigor of a major research university. It's known as an unconventional place where innovation and experimentation is part of the campus's DNA. That playful, bold spirit still thrives today, all on a campus renowned as among the most beautiful in the world.

DEPARTMENT OVERVIEW

The Baskin School of Engineering at UC Santa Cruz is unique among public engineering schools. Founded in 1997, in the age of the internet, the Baskin Engineering community is deeply committed to addressing the most important engineering challenges posed by our modern world. Faculty and students pursue novel, visionary research guided by a mission to create positive societal impact. Through future-looking programs of study and opportunities to engage in collaborative research across campus and with industry partners in Santa Cruz and nearby Silicon Valley, Baskin engineers are developing meaningful innovations that improve the lives of people and the health of our planet.

In addition to the scenic residential campus in Santa Cruz, the Westside Research Park hosts genomics and electrical and computer engineering labs and interdisciplinary research. Our Silicon Valley campus is home to faculty, graduate students, and professional master's programs with deep connections to this world renowned hub for research and innovation.

We champion new ideas, foster collaboration, and uphold the UCSC Principles of Community.

JOB SUMMARY

Under the general direction of the Assistant Dean and Chief of Staff, the Executive Assistant is responsible for providing direct high-level administrative and project management for the Dean's Office, supporting the Dean and Assistant Dean and Chief of Staff. The incumbent will actively collaborate with the Director of Staff Personnel, Assistant Dean and Chief of Staff, faculty and staff within the Baskin Engineering Division, and with colleagues throughout the division and campus to ensure all Dean's meeting, decision support, travel, calendar, and logistical needs are handled promptly and efficiently.

This position requires an appreciation of the mission of the institution as well as the insight, tact, discretion and diplomacy to deal effectively with executives, staff, faculty, students and community members. As representatives of the Dean, all members of the Dean's Office are expected to model the UC Santa Cruz Principles of Community and to demonstrate a commitment to diversity, equity and inclusion in their interactions with senior leaders, faculty, students and staff at all levels of the organization, with colleagues, throughout the UC system and their interactions with agencies, organization and individuals outside of the UC system.

APPOINTMENT INFORMATION

Budgeted Salary: $75,760 - $87,700/year. Salary commensurate with skills, qualifications and experience.
Under California law, the University of California, Santa Cruz is required to post a reasonable estimate of the compensation for this role. The salary shown above is the budgeted amount the University reasonably expects to pay and the salary extended should not exceed this posted amount.

Benefits Level Eligibility: Full benefits

Schedule Information:

• Full-time, Fixed
• Percentage of Time: 100%, 40 Hours per Week
• Days of the Week: Mon-Fri
• Shift Includes: Day

Employee Classification: Career appointment

Job End Date: None

Work Location: UC Santa Cruz Main Campus

Union Representation: CX Union

Job Code Classification: 004702 (EXEC AST 3 CX)

Travel: Never or Rarely

JOB DUTIES

60% - Administrative Operations

• Oversees and ensures the daily administrative operations run smoothly for executive management (Dean and Assistant Dean and Chief of Staff), including coordinating travel, entertainment and meeting arrangements, preparing reports, and client relations.
• Exercises independent judgment and initiative, provides professional administrative support and advice to the Dean and Assistant Dean and Chief of Staff on a broad range of Divisional issues that may be sensitive or confidential in nature. Utilizing broad knowledge and understanding of the Baskin Engineering Division and overall campus, the Executive Assistant to the Dean manages the flow of communication and correspondence.
• Welcomes the Dean's guests by greeting them, in person or on the phone; answering or directing inquiries.
• Manages and calendars Baskin Engineering hotel and event spaces
• Manages the Dean and Assistant Dean and Chief of Staff's calendar and priorities in response to requests, exercising independent judgment regarding priorities based on knowledge and context of divisional activities and campus objectives.
• Schedules and supports meetings convened by the Dean or Assistant Dean and Chief of Staff, as directed.
• Prepares agendas, distributes materials and arranges logistics for regular divisional meetings; drafts and distributes minutes; tracks items for follow up.
• Provides support in organizing large scale or complex events, including arranging and managing logistics, guest accommodations, travel, etc.
• Provides timely responses to action items resulting from email (including Dean's email), deliberative meeting notes and other correspondence.
• Manages the Dean's Office Google Drive, divisional emails list and shared drive to archive, retrieve and store documents: including the documents, history, emails and hard copies.
• Collaborates with other divisional and campus staff as needed to ensure Dean's office priorities are met.
• Acts as liaison and cultivates working relationships with executive support staff in other campus academic and support units.
• Participates in workshops and trainings, professional groups and organizations in order to enhance skills and stay current on tools.
• Completes routine office management tasks, such as sorting mail and filing, to ensure a functional office.
• May supervise students and/or office assistants

40% - Project Management

• With general direction from the Dean and Assistant Dean and Chief of Staff, coordinates special projects and initiatives; provides advice and assistance with divisional planning activities and issue-oriented groups.
• Maintains a comprehensive database of initiatives and assignments, to include actions delegated.
• Manage and track projects using project management tools such as Asana.
• Supports effective use of project management tools to enhance collaboration across offices and progress on shared goals.
• Track divisional deadlines, special projects and Dean's initiatives to help ensure timely completion.
• Organizes ad hoc committees appointed by the Dean on a broad range of issues.
• Provide or ensure administrative support to the division's standing committees, ad hoc committees, and task forces including the scheduling of meetings, preparation of agendas, and compilation of materials for distribution.
• Maintains list of members and facilitate communication among members
• Independently and collaboratively manages projects of all scales and durations with complex issues and competing priorities
• Manages in-person and remote events related to projects
• Uses influence and project management skills to ensure progress toward outcomes for these groups

REQUIRED QUALIFICATIONS

• Bachelor's degree in related area and / or equivalent experience / training.
• Experience in managing projects and solving problems with efficiency and thoroughness.
• Ability to identify objectives, prioritize multiple, competing assignments, and meet deadlines with minimal or no direction and with a high standard of accuracy and attention to detail.
• Effective communication skills with diverse populations, including staff, faculty, alumni, donors, students, and external constituencies - both verbally and in writing.
• Skilled in active listening and interpretation.
• Ability to convey information clearly and accurately, including key institutional messages on behalf of the Dean and Assistant Dean and Chief of Staff.
• Thorough knowledge of common organization specific and other computer application programs. Data, information, and computer literacy with demonstrated knowledge and experience using standard computing tools including Google Suite, project management tools (Asana), and other web-based tools and applications. Demonstrated ability to learn new emerging applications.
• Ability to use high-level discretion and maintain a high level of confidentiality and diplomacy.
• Ability to function independently and manage a professional, high-volume, deadline-driven office.
• 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.

SPECIAL CONDITIONS OF EMPLOYMENT

• Selected candidate will be required to pass a pre-employment criminal history background check.
• Ability to work long periods of time at a computer with or without accommodation.
• Ability to work occasional evenings and weekends as directed.
• Selected candidate will be required to complete training within established time frames as directed including UC compliance training.
• Ability to maintain appearance and conduct suitable for working in a professional setting.
• The University of California has implemented a Vaccination Policy covering all employees. Employees, including new hires, are required to comply with any applicable policies relating to the University of California vaccine program.
• Per the Child Abuse and Neglect Reporting Act (CANRA), this position has been identified as a Mandated Reporter. The selected candidate will be required to report known or suspected child abuse or neglect as defined by CANRA and will be required to sign a Statement Acknowledging Requirement to Report Child Abuse prior to commencing employment. CANRA Penal Codes, and related definitions, requirements, and responsibilities may be obtained here.

SAFETY STATEMENT

All UCSC employees must understand and follow job safety procedures, attend required health and safety training, proactively promote safety at work, and promptly report actual and potential accidents and injuries.

NOTICE OF AVAILABILITY

EEO/AA

The University of California is an Equal Employment Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, or protected veteran status. UC Santa Cruz is committed to excellence through diversity and strives to establish a climate that welcomes, celebrates, and promotes respect for the contributions of all students and employees.

For the University of California's Affirmative Action Policy please visit: https://policy.ucop.edu/doc/4010393/PPSM-20

For the University of California's Anti-Discrimination Policy, please visit: https://policy.ucop.edu/doc/1001004/Anti-Discrimination