Executive Administrator

Please Note: For full consideration for interview, all applicants are required to complete the following supplemental questions. Responses to these questions will be provided during the application process.

1. How many years of experience do you have providing direct support to an executive-level leader (Vice President level and above or Vice Chancellor level and above)?

2. Are you able to travel domestically up to 25% of the time?

3. How many years of experience do you have working in an entirely remote organization?

4. How many years of experience do you have using Microsoft Outlook to manage an Executive leader's calendar?

5. How many years of experience do you have using Microsoft PowerPoint to develop engaging presentations for an Executive leader?

6. How many years of experience do you have using Microsoft Excel to create formulas to support an Executive Leader's financial decisions?

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This position works remotely requiring a telecommuting agreement and adherence to the UCSC Telecommuting/Remote Work Guidelines. The employee shall be available in a full-time capacity during assigned telecommuting work hours (specific hours to be discussed with supervisor). While telecommuting/remote working, the employee is responsible for ensuring a worksite environment suitable for accomplishing their regular job duties during scheduled hours of work and, if applicable, arranging for dependent care just as they would if they were working at the regular UCSC worksite.

NO VISA SPONSORSHIP IS AVAILABLE FOR THIS POSITION.

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: 11-06-2024

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 Smarter Balanced Assessment Consortium (SBAC) is a public agency supported by 13 members (states and territories). Through the work of thousands of educators, Smarter Balanced created an online assessment system aligned to the Common Core State Standards (CCSS), as well as tools for educators to improve teaching and learning. Smarter Balanced is housed at the University of California Santa Cruz (UCSC) Silicon Valley Extension.

The work of Smarter Balanced is guided by the belief that a high-quality assessment system can provide information and tools for teachers and schools to improve instruction and help students succeed - regardless of disability, language, or subgroup. Smarter Balanced involves experienced educators, researchers, state and local policymakers, and community groups working together in a transparent and consensus-driven process.

Smarter Balanced staff have a profound commitment to UCSC's Principles of Community including embracing diversity, equity, and inclusion.

UCSC Extension provides professional training that reflects the academic rigor of the University of California and the hands-on, roll-up-your-shirtsleeves practicality of Silicon Valley culture. Developed with guidance from key industry leaders and academic experts, Extension's certificate programs match the economic demands of your industry, from engineering to business, education to bioscience. The University of California reviews and approves UCSC Extension courses and programs for academic content, merit, and instructor qualifications. Many courses can be applied toward degree programs or may be eligible for professional certificates and licenses.

More information can be found at https://smarterbalanced.org

JOB SUMMARY

The Executive Administrator provides administrative oversight of organization operations in Smarter Balanced. The incumbent serves as a key advisor overseeing administrative services while helping to establish strategic goals, operational objectives, and work plans. The Executive Administrator delegates assignments across the organization related to operations and planning and is responsible for preparing, administering, and directing resources. Success in this role requires ingenuity, discretion, and flexibility.

APPOINTMENT INFORMATION

Budgeted Salary: $77,000 - $98,285/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: Remote

Union Representation: Non-Represented

Job Code Classification: 007377 (Administrative Officer 3)

Travel: Up to 25% of the time

JOB DUTIES

35% - Administrative Operations

• Oversees, plans, and administers a range of operations for the organization.
• Engages in strategic planning and serves as a key advisor to executives.
• Provides critical and high-level operational support and oversees resource management.
• Makes decisions in support of the executives and has authority over executive resources including processes and unit procedures.
• May have oversight of and provide direction to other staff in support of organization-wide projects.
• Collaborates and provides support for business development and external relations as needed.
• Provides guidance and expertise in developing techniques and processes for the unit.
• Makes recommendations on maintaining and strengthening internal controls to protect University resources.
• Interprets related policies and advises the executive accordingly.
• Coordinates and oversees others in support of recruitment within the organization.

25% - Executive Projects

• Responsible for providing analyses for budgetary, financial, operational, and resource projects.
• Coordinates external events planning work to ensure smooth operations of events and administrative functions.

25% - Communication

• Engages with a broad range of constituents both internal and external to the organization.

15% - General Administration

• Develops and prepares budget, financial, and other reports which may be complex.
• Assists in the design of organizational content, prepares documents, and correspondence to internal and external organizational constituents as needed.

REQUIRED QUALIFICATIONS

• Bachelor's degree in related area and / or equivalent experience / training.
• Experience interacting with high-level constituents.
• Significant experience supporting an executive leader.
• Experience ensuring that organizational practices, services, and behaviors support and promote diversity among staff.
• Working knowledge of decision-making in support of an executive-level unit.
• Knowledge of a variety of administrative operational activities such as event planning, website design, and accounting.
• Proficient working knowledge of Microsoft Office Suite (Excel, Word, Outlook, and PowerPoint).
• Excellent organizational skills, project management, fluctuating workloads, and multiple assignments with ongoing demanding timelines.
• Excellent verbal communication skills and active listening,
• Excellent writing communication skills
• Strong skills in short-term planning, analysis, problem-solving, critical thinking and customer service.
• Ability to use sound judgment in responding to issues and concerns.
• Ability to use discretion and maintain confidentiality.
• Ability to work cooperatively in a team environment and to develop a lasting working relationship.
• Demonstrated commitment to principles of diversity, equity and inclusion in higher education and the workplace.

PREFERRED QUALIFICATIONS

• Knowledge of common University-specific computer application programs. Advanced knowledge of common University-specific computer application programs.
• Thorough knowledge of university rules and regulations, processes, protocols and procedures for budget, accounting and fund management, and/or personnel management.

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.
• This is a fully remote position, and the selected candidate must be able to work successfully from a home/remote office and be able to fulfill the requirements of the UCSC telecommuting agreement.
• Ability to work a variable schedule including evenings and weekends.
• Selected candidate will be required to complete training within established time frames as directed including UC compliance training.
• Ability to travel nationally.
• 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.

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