Executive Assistant and Administrative Supervisor (7385U), Student Affairs Immediate Office - 50059 About Berkeley
At the University of California, Berkeley, we are committed to creating a community that fosters equity of experience and opportunity, and ensures that students, faculty, and staff of all backgrounds feel safe, welcome and included. Our culture of openness, freedom and belonging make it a special place for students, faculty and staff.
The University of California, Berkeley, is one of the world's leading institutions of higher education, distinguished by its combination of internationally recognized academic and research excellence; the transformative opportunity it provides to a large and diverse student body; its public mission and commitment to equity and social justice; and its roots in the California experience, animated by such values as innovation, questioning the status quo, and respect for the environment and nature. Since its founding in 1868, Berkeley has fueled a perpetual renaissance, generating unparalleled intellectual, economic and social value in California, the United States and the world.
We are looking for equity-minded applicants who represent the full diversity of California and who demonstrate a sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds present in our community. When you join the team at Berkeley, you can expect to be part of an inclusive, innovative and equity-focused community that approaches higher education as a matter of social justice that requires broad collaboration among faculty, staff, students and community partners. In deciding whether to apply for a position at Berkeley, you are strongly encouraged to consider whether your values align with our Guiding Values and Principles , our Principles of Community , and our Strategic Plan .
At UC Berkeley, we believe that learning is a fundamental part of working, and our goal is for everyone on the Berkeley campus to feel supported and equipped to realize their full potential. We actively support this by providing all of our staff employees with at least 80 hours (10 days) of paid time per year to engage in professional development activities. To find out more about how you can grow your career at UC Berkeley, visit grow.berkeley.edu .
Departmental Overview
The Division of Student Affairs is the gateway to all aspects of the student experience. From recruiting to enrolling; to housing and dining; to leadership and development opportunities -- we put Berkeley's students first. We pride ourselves on our culture of care and the services we provide to students throughout their university journey. Our commitment to access, service, and engagement is helping to shape the live's of tomorrow's leaders. For more information on the Division, please visit https://sa.berkeley.edu/ .
Application Review Date
The First Review Date for this job is: March 22, 2023
Responsibilities
Oversees the daily administrative operations for the VCSA Immediate Office. Supervises the Administrative Assistant (AA) and Student Worker(s) and works in close collaboration with them to ensure that the Immediate Office is fully supported in its administrative needs including overseeing/providing the reception/front desk for the VCSA office. Responsible for evaluating and continually improving business processes within the purview of this position. This includes proactively seeking out best practices and new technology tools for use in process improvement and streamlining. With a high degree of autonomy and coordination with the AA and Student Worker(s), identify office operating objectives, formulate strategies, manage resources, and solve problems in order to meet the office's goals. With oversight of the AA and student workers, ensure that the Immediate Office is well organized and that information and supplies are readily accessible. Develop and implement efficient and effective systems for managing information, projects, and communications to ensure accurate and timely responses. Scheduling and Calendaring: Proactively manages the Vice Chancellor's and AVC/COS's calendars, consistently re-prioritizing events, meetings and communications daily, weekly, and monthly; assessing and prioritizing the high volume of incoming requests, scheduling large and complex meetings with internal and external stakeholders, tracking requests, resolving conflicts appropriately in timely manner, preparing and distributing meeting agendas and confirmations, and coordinating all meeting logistics. Functions as the gatekeeper/triager, understanding the requirements of the VCSA and AVC/COS, in order to prioritize issues according to urgency, and to allocate time for scheduled events, travel and meetings. Organizes daily briefings for the Vice Chancellor and AVC/COS. Organizes recurring and ad hoc committees at the direction of the Vice Chancellor and AVC/COS on a broad range of issues. Directs the daily financial operations for the Immediate Office including all BluCard purchases, reimbursements, vendor invoices, office purchasing, and reconciliation for SA staff and vendors. Meeting Support: Directs the planning and logistical support for VCSA and COS sponsored meetings, retreats, and events. Meeting coordination may include complex and large-group scheduling; event publicity, communication with attendees, and managing RSVPs; making facility, AV, catering, and travel arrangements, and ensuring compliance with university policy; event setup and staffing; troubleshooting AV; and payment of vendors, handling reimbursements, and financial reconciliation of events. Creating briefing and research materials for executives for specific on and off-campus meetings. Researches, compiles and summarizes issues, policies and topics; provides background information, presentation slides, talking points and briefing materials for the VCSA and AVC/COS. Communications Coordination: Prepares professional, high quality written correspondence and a variety of administrative documents requiring editing before distribution. Manages the dissemination of division-wide communication. Strong eye for detail and editing required. Works closely with communications team members from across the division. Prepares responses to urgent divisional requests on behalf of the Vice Chancellor and AVC/COS; and independently investigates issues and problems, and recommends solutions to administrative challenges. Act as the primary filter for the extremely high volume of top level information, correspondence, and requests that are received in the VCSA office. Review, edit, and proofread correspondence prepared in other campus offices for VCSA signature and approval. Draft correspondence on behalf of the VCSA or AVC/COS. Point of contact for the grievance and appeal process, triaging and preparing responses to submitted appeals and grievances in accordance with policy as directed by the VC and AVC/COS. Special Projects Assist with special projects as needed. Examples are: Providing staff support to hiring committees of senior level staff. Onboarding new staff.
Required Qualifications
Advanced knowledge of and/or ability to learn campus processes, protocols and procedures. Knowledge of federal regulations such as FERPA. Advanced knowledge of and/or ability to learn common campus-specific computer applications, such as PowerPoint and Google suite. Advanced analytical/problem-solving skills. Strong political acumen and sensitivities to the differing perspectives and political circumstances within all levels of the Campus as well as the Office of the President and external constituencies. Strong skills to communicate and influence effectively with all levels of staff, faculty, alumni/donors, students and external constituents, both verbally and in writing. Small to mid-level project management skills. Ability to multi-task with demanding timeframes. Ability to use a high level of discretion and maintain all confidentiality. Advanced service orientation. Exercises sound independent judgment, problem-solving and analytical skills in performing administrative work.
Education/Training:
Bachelor's degree in related area and / or equivalent experience / training.
Preferred Qualifications
Demonstrated ability to create welcoming environments.
Salary & Benefits
For information on the comprehensive benefits package offered by the University, please visit the University of California's Compensation & Benefits website.
Under California law, the University of California, Berkeley is required to provide a reasonable estimate of the compensation range for this role and should not offer a salary outside of the range posted in this job announcement. This range takes into account the wide range of factors that are considered in making compensation decisions including but not limited to experience, skills, knowledge, abilities, education, licensure and certifications, analysis of internal equity, and other business and organizational needs. It is not typical for an individual to be offered a salary at or near the top of the range for a position. Salary offers are determined based on final candidate qualifications and experience.
The budgeted salary or hourly range that the University reasonably expects to pay for this position is $95,000.00 - $114,000.00.
This is a 100% full-time (40 hours per week), career position that is eligible for full UC benefits. This position is exempt and paid monthly. This is a hybrid position, eligible for 40% remote capability.