Executive Assistant

EXECUTIVE ASSISTANT

Provost and Academic Dean's Office

Details: Level 2 / Class 1660 / Non-Exempt / Full-Time / Benefitted / Hybrid-Eligible

Hiring Salary: up to $33.00/hour

THE ROLE AND RESPONSIBILITES

Under the direction of the Director of Academic Program Services and in collaboration with the Deputy Director of Academic Program Services, the Executive Assistant is responsible for providing day-to-day administrative support for the academic program.

Typical duties and responsibilities consist of, but are not limited to, the following:

Academic Dean's Office (ADO)

• Coordinate extensive scheduling and multiple calendars with various departments and direct reports and maintain calendar for Provost & Academic Dean and Dean of Students.
• Answer and screen incoming calls and provide information or route caller to the appropriate personnel.
• Greet and assist students, faculty, staff, alumni, and a diverse external population, in- person, and by telephone, in a courteous, professional, and friendly manner.
• Answer inquiries displaying professional judgement, knowledge and understanding of established policies, procedures and regulations associated with the Academic Dean's Office.
• Coordinate monthly faculty meetings including planning logistics, coordinating materials, and drafting meeting minutes.
• Maintain front office operations including space, mail, equipment, and supplies.
• Process and reconcile expense reimbursements.
• Other related tasks and responsibilities as assigned.

Student Affairs (ADO)

• Assist with confidential student matters related to student advising, academic counseling and student health and welfare issues.
• Coordinate the student employment program and process work authorization for research assistants.
• Coordinate student scholarship applications and awards.
• Coordinate and support the Disqualified Students Petition process.
• Assist with student related communications.
• Other special projects as assigned.

Academic Program Services (APS)

• Provide administrative support to the academic program through the Academic Dean's Office such as report building, data analysis, event planning and support, and other special projects.
• Assist with confidential faculty matters such as teaching contracts/appointments, reports and special projects.
• Assist with faculty office space matters and related administrative tasks, as needed.
• Support budget projects and related tasks.
• Other related duties as assigned.

REQUIREMENTS
EDUCATION AND EXPERIENCE

• Bachelor's degree preferred.
• Accounting and budget experience desired.
• Minimum of three years of related work as an Executive Assistant with increasing levels of responsibilities.
• Must have experience working with and maintaining confidential information.

KNOWLEDGE, SKILLS & ABILITIES

• Excellent administrative and office support skills.
• Excellent customer service skills.
• Experience with extensive calendaring and scheduling.
• Ability to collaborate and communicate effectively and diplomatically both orally and in writing, and represent the office in a highly professional, pleasant, and efficient manner.
• High attention to detail and accuracy.
• Superior organizational and time management skills and ability to track multiple projects and tasks with limited supervision.
• Ability to compile data and format, create and analyze reports.
• A positive, gracious, can-do attitude, and ability to remain focused and calm in the midst of changing priorities and deadlines.
• Able to deal with frequent interruptions and work efficiently in an open office space environment.
• Must have advanced proficiency in Excel and experience with other Microsoft Office Suite products.
• Proficiency in some of the following is preferred: Adobe, Cascade, BOX, DocuSign, Canva, Google docs, graphic design programs, Concur/PayIt, and Qualtrics.

BENEFITS

Health and Welfare Benefits

• Comprehensive medical, dental and vision insurance coverage
• Flexible Spending Accounts for transportation-related, healthcare and dependent care expenses
• Employee Assistance Program

For Your Financial Future

• Life Insurance, Disability Insurance, and Legal Insurance
• University of California Retirement Plan (a defined benefit plan)
• Deferred Compensation Plans/Pre-tax Retirement Savings Programs

For Your Work/Life Balance

• Fifteen paid holidays per year
• Generous vacation and sick leave
• Commuter Benefits Program

THE HIRING PROCESS

This position has been designated as “sensitive” and requires a pre-employment background check.

Federal law requires employers to provide reasonable accommodation to qualified individuals with disabilities. Please contact Human Resources if you require reasonable accommodation to apply for a job. Examples of reasonable accommodation include making a change to the application process, providing documents in an alternate format, using a sign language interpreter, or using specialized equipment.

WHAT TO EXPECT

Applicants who meet the position requirements will be competitively evaluated to identify the individuals whose breadth and depth of experience and education most closely relate to the stated requirements and the needs of the College. Depending on the quality and number of the applications received, only the better qualified applicants may be contacted for an interview. The position is open until filled.

The skills listed above are comprehensive, and we understand there are great candidates who possess only a subset of those skills, or who have other important skills. If you match some of these skills, please do not hesitate to apply.

UC Law is an equal opportunity employer. UC Law strives to provide a diverse and inclusive educational environment that fosters cultural awareness, mutual understanding and respect. UC Law is interested in candidates who will contribute to diversity and equal opportunity in higher education through their teaching. Qualified women and members of underrepresented minority groups are strongly encouraged to apply.