Executive Assistant, Office of Disability Access & Office of Sustainability (7384U)
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.
Application Review Date
The First Review Date for this job is: January 23, 2020
This position has a key role in supervising the Office of Disability Access & Compliance and supporting the ADA/504 Compliance Officer, and the managers of programmatic and physical access projects (75%). Also, supporting the Sustainability Office and its Director (25%).
Oversees work of a highly confidential and critical nature to the executives on matters of significance, requiring a high level of independence and initiative in execution and implementation. Provides administrative oversight including:
Triaging incoming communications (phone, email, walk-in) and handling some requests independently
Coordination of communications and pertinent data the campus at large and committees or commissions
Manage projects, some of which involve sensitive information.
Determines need for general office equipment and supplies. Prepares purchase orders, consultant contracts pays invoices, and in some instances negotiates contracts and prepares RFPs.
Arranges travel and reimbursements
Coordinates the calendars and logistics for large, complex conferences, committee and project meetings; may act as note taker and provide minutes where appropriate.
May supervise students to communicate organization's mission via multiple modalities, requiring substantive knowledge of organization's goals and objectives
Reception and providing basic departmental information to customers
Assists staff with disabilities to access software and physical environment, as needed
Daily Administrative Operations
Oversees and ensures the daily administrative operations run smoothly for the executive's office.
Organizes ad-hoc committees appointed by the executive on a broad range of issues.
Participates in the development and implementation of efficient and effective systems for managing information, projects and communications to ensure accurate and timely responses.
Manage projects, requiring facilitation and collaboration with personnel internal and external to the department.
Maintains a comprehensive database of initiatives and assignments, to include actions delegated
Coordinates related business processes such as purchasing/buying, preparation of recharge documents .
Department Intake of Inquiries / Customer Service / Planning
Responds to inquiries from faculty, staff, students and the public on behalf of the executive regarding campus operations, policies and procedures.
Investigates issues and problems; drafts and prepare responses to urgent requests.
Forwards situations and issues presented by staff, faculty and external constituents to appropriate staff members within department for resolution.
Functions as the gatekeeper, understanding the requirements of the executive, in order to prioritize issues according to urgency and to allocate time for scheduled events, travel and meetings.
Researches, compiles and summarizes issues, policies and topics; provides background information, talking points and briefing materials for the executive.
Several years of experience in an executive assistant role, or past experience in roles directly supporting senior leadership's operations in a large-scale organization.
Through knowledge and skill in using basic office computing tasks (e.g., Microsoft Office, Google Suite), with a strong ability to quickly learn new software applications and / or programs.
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 service orientation.
Strong skills to communicate effectively with all levels of staff, faculty, alumni/donors, students and external constituencies; both verbally and in writing.
Strong skills in analyses and complex problem-solving.
Ability to work with a broad and diverse spectrum of the general population, especially with regard to people with disabilities.
Advising and counseling skills.
Ability to multi-task with demanding timeframes.
Ability to use high-level discretion and maintain a high level of confidentiality.
Bachelor's degree in related area and/or equivalent experience/training
Familiarity with campus processes, protocols and procedures. Knowledge of federal regulations such as FERPA.
Familiarity with ADA and the accommodation process.
Interest in sustainability and the effort to create a sustainable campus.
Thorough knowledge of common campus-specific and other computer application programs.
Demonstrated skill in use of online reporting and administrative tools.
Salary & Benefits
For information on the comprehensive benefits package offered by the University visit:
Please submit your cover letter and resume as a single attachment when applying.
Conviction History Background
This is a designated position requiring fingerprinting and a background check due to the nature of the job responsibilities. Berkeley does hire people with conviction histories and reviews information received in the context of the job responsibilities. The University reserves the right to make employment contingent upon successful completion of the background check.
The University of California was chartered in 1868 and its flagship campus - envisioned as a "City of Learning" - was established at Berkeley, on San Francisco Bay. Today the world's premier public university and a wellspring of innovation, UC Berkeley occupies a 1,232 acre campus with a sylvan 178-acre central core. From this home its academic community makes key contributions to the economic and social well-being of the Bay Area, California, and the nation.