Executive Assistant to the Dean (7384U), Public Health Administration - 56303 About Berkeley
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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 .
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Departmental Overview
Berkeley Public Health (BPH) aims to improve population health, especially for the most vulnerable, through interdisciplinary collaborations, preeminent education, and transformational research. Established in 1943, BPH is a professional school on the UC Berkeley campus that comprises six academic divisions and nearly 30 research centers and programs. Our department's values include social justice, health as a right, challenging conventional thought, embracing diversity, and creating meaningful impact. We honor our principles of community by centering and valuing everyone in our community; prioritizing prevention while remaining grounded in social justice; promoting safety and respect; practicing self-care and kindness; and remaining optimistic, hopeful, and committed to change. Learn more at: publichealth.berkeley.edu .
The Executive Assistant (EA) provides highly detailed, anticipatory support to the Dean of the School of Public Health, which includes: managing the calendar and travel schedule, providing front line reception services and general management of the Dean's Office, triaging email and drafting responses, assembling background for meetings and public events, acting as a liaison with the UC community and the public, and coordinating communications and pertinent data among a variety of audiences including high-level donors. The EA also performs and/or oversees special projects, assignments, or activities that are sensitive or complex in nature, requiring a high level of independence and initiative in execution and implementation. The EA handles details and oversees work of a highly confidential and critical nature to support the Dean on matters of significance. The EA works collaboratively with the Associate and Assistant Deans, council chairs, divisional and research leadership, and functional directors, as well as other Dean's Office staff.
Application Review Date
The First Review Date for this job is: July 31, 2023
Responsibilities
Provides support to the Dean of the School of Public Health; ensures administrative processes and office operations run smoothly in the Dean's Office; coordinates and executes small events/lunches hosted by the Dean; and coordinates the highly complex, confidential, and dynamic calendar of the Dean, as well as his high-volume email correspondence. Must understand the priorities and working style of the Dean in order to organize issues according to urgency, and to allocate time accordingly for scheduled events, travel, and meetings. Independently investigates and follows up on issues and problems that occur on a daily basis within the confines of the Dean's calendared meetings and engagements. Demonstrates good judgment in selecting methods and techniques for obtaining solutions. May supervise work-study student assistants.
Scheduling:
Schedules all of the Dean's meetings.
Makes travel arrangements for the Dean.
Makes high-level contacts of a sensitive nature, internally and externally, requiring discretion and diplomacy.
Gathers and compiles background information, talking points, and briefing materials for the Dean for related meetings and events.
Administrative and Meeting Support:
Provides planning and logistical support for Dean sponsored meetings, retreats, and events, including scheduling, maintaining invitation/distribution lists, making room
reservations, arranging for catering, prepping and distributing materials, AV support, and related tasks.
Office Operations:
Ensures that administrative operations run smoothly for the Dean's Office, including tasks such as: researching, ordering, and receiving office supplies/equipment; preparing travel and entertainment reimbursements; and securing the Dean's approval on expenditures, as needed.
Participates in the development and implementation of efficient and effective systems for managing information, projects, and communications to ensure accurate and timely responses.
Front-Line Problem-Solving:
Serves as the front-line receptionist and greeter for Dean's Office.
Functions as the gatekeeper, ensuring that only those issues that warrant attention are brought forward.
Responds to inquiries from donors, faculty, staff, students, and the public on behalf of the Dean regarding operations, policies, and procedures.
Forwards situations and issues presented by faculty, staff, and external constituents to appropriate leadership members and other staff for resolution.
Investigates issues and problems; drafts responses to urgent requests.
Additional Responsibilities:
Participates in trainings and other professional development opportunities.
May supervise part-time work-study student assistants.
Other duties, as assigned, including special projects and strategic initiatives.
Required Qualifications
Experience providing executive-level administrative support.
Strong skills to communicate and interact effectively with all levels of faculty, staff, students, donors, alumni, campus leadership, and external constituencies, both verbally and in writing.
Ability to maintain a high level of organization and incredible attention to detail, while simultaneously understanding and integrating the larger context.
Ability to anticipate needs, challenges, logistics, and opportunities.
Ability to multi-task with demanding timeframes, both with one's own assignments and with the Dean's deliverables.
Strong skills in analyses and complex problem-solving, aligned with a strong service orientation.
Ability to use high-level discretion and maintain a high level of confidentiality.
Political acumen and sensitivities to the differing perspectives and political circumstances within all levels of the school and campus, as well as the Office of the President and external constituencies such as top philanthropic supporters of the school.
Ability to effectively work both independently and in collaboration with others at varying levels of the organization.
Thorough knowledge of and/or ability to learn common campus-specific and other computer application programs, including new office technology tools.
Education/Training:
Bachelor's degree in related area and/or equivalent experience/training.
Preferred Qualifications
Experience planning and executing events of modest size.
Familiarity with and/or ability to learn campus processes, protocols, procedures, and organizational structure.
Fluency in Mandarin.
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 $76,500.00 - $88,600.00. The full pay scale range for this position classification is $64,400.00 - $112,800.00 (grade 20).
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 20% remote capability.