Herc-Higher Education Recruitment Consortium

Executive Assistant to the Vice Provost and Dean of Undergraduate Education and Global Engagement

Location: Santa Cruz
Job ID: 36152

JOB POSTING

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NOTIFICATIONS

UC Vaccination Policy: With limited exceptions, COVID-19 vaccinations are required for Covered Individuals under the Policy. Covered Individuals include all employees, students, or trainees who physically access a University facility or program in connection with their employment, appointment, or education/training.

Covered Individuals do NOT include employees who work 100% remotely with NO expectation that they will physically access any University location or program at ANY time. If 100% remote work ends, the employee is subject to policy.

 

INITIAL REVIEW DATE (IRD)

UC Santa Cruz staff jobs are posted until filled. Application materials submitted by 11:59 pm on the IRD will be routed to the hiring unit for consideration. NOTE: Materials submitted after the IRD will be forwarded only at the request of the hiring unit. Submit your materials before the IRD to ensure consideration by the hiring unit.

The IRD for this job is:  06-09-2022

 

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 Division of Undergraduate Education (UE) is a complex organization comprised of the UE divisional offices (immediate office, Academic and Staff Human Resources, and Planning and Resource Management), Campus Advising Coordination, Summer Session, Office of the Registrar, Colleges Academic (Cowell, Stevenson, Crown, Merrill, Kresge, Oakes, Porter, College 9, John R. Lewis and Rachel Carson College), Enrollment Management (Undergraduate Admissions, Orientation Programs, and Financial Aid), and the Educational Partnership Center (EPC General, EAOP, K-12 Regional Alliances, Research & Evaluation, COSMOS, MESA, CAL-SOAP, CRLP, and GEAR-UP). The division is responsible for over 300 staff and student FTE, and over 100 academic appointments, each one of whom helps students to be successful.

The Division of Global Engagement (GE) advances the University's teaching, research and service mission by working collaboratively throughout the institution to promote global engagement and advance campus internationalization by increasing international mobility among students and faculty, promoting faculty engagement in international activities and developing strategic partnerships abroad. The division interacts with campus leadership on strategic planning and initiatives to elevate the reputation of UCSC globally. Units include Global Learning, International Student and Scholar Services (ISSS), Global Programming and Special International Projects and Initiatives. GE is implementing a new strategic plan to assist the campus in its growth as an international research university.
 

More information can be found here:

ue.ucsc.edu and global.ucsc.edu

 

JOB SUMMARY

Under the supervision of the Assistant Vice Provost and Chief of Staff, provides support to the Vice Provost and Dean of Undergraduate Education and Global Engagement and Senior Staff (Assistant Vice Provost and Chief of Staff and Assistant Vice Provost and Assistant Dean), as well as providing some administrative support to staff within the Division of Undergraduate Education and the Division of Global Engagement. 

The Executive Assistant to the Vice Provost and Dean of Undergraduate Education and Global Engagement will provide analytical and executive support to the principal officer, including: special projects and events; problem solving; and management of email, calendars and travel.  Duties also include oversight of special projects or assignments that may be complex in nature, requiring a high level of independence and initiative.  May handle details and oversee work of a highly confidential and critical nature to support the principal officer.

 

APPOINTMENT INFORMATION

Salary Information: Salary Range: $65,450 - $86,150 / Annually. Salary commensurate with skills, qualifications and experience.

No. of Positions: 1

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: This is a Career appointment

Job End Date: None

Work Location: UC Santa Cruz Main Campus

Union Representation: Non-Represented

Job Code Classification: 007384 (EXEC AST 3)

Travel:  Never or Rarely

 

JOB DUTIES

30%

• Maintain the calendar of the VPDUEGE paying close attention to detail and ensuring time is scheduled in a highly efficient manner. Independently determine the importance of requested meetings and coordinate calendar.
• Assist in meeting preparation by researching, determining, and providing appropriate materials and background information as requested.
• Coordinate and schedule campus-wide, unit-specific, and group meetings, task forces and focus groups on behalf of the VPDUEGE.  With knowledge of each group's purpose, solicit and review agenda items, compile appropriate background material, organize and distribute agendas, and arrange for meeting space, transportation, lodging, and catering.
• Coordinate travel plans for the VPDUEGE and others in the division, as requested. Seek travel advances and reimbursements and reconcile expenditures with advances.

30%    

• Provide administrative/analytical support to the VPDUEGE and Divisions on a wide variety of one-time and ongoing projects, including assignments from the EVC's and Chancellor's Office.
• Assist in the resolution of problems that rise to the VPDUEGE level due to their importance, sensitivity, and complexity, and often entail ambiguities of responsibility.  Based on the nature of the problem, a resolution could precipitate the need to conduct research as necessary, formulate solutions, and make recommendations.
• Through University processes, and in conjunction with appropriate UE/GE staff as needed, manage pending projects to ensure goals and deadlines are met or extensions are requested, as appropriate. Regularly apprise the VPDUEGE of actions taken, upcoming deadlines, and time-sensitive issues/materials.

20%    

• 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. Arranges logistical support for events and meetings as necessary.
• Facilitate flow of information and serve as liaison to the Chancellor's Office, the offices of the Campus Provost and Executive Vice Chancellor, Vice Chancellors, College Provosts, Deans, faculty, staff, students, Office of the President, and external agencies with regard to action items, sensitive issues, written and oral requests, and related matters.

10%

• Manage annual divisional events, including organization of and the participation and collaboration of divisional leadership and staff.
• Provide administrative support for one-time and ongoing divisional and campus recognition programs.

5%    

• Oversee the monitoring and reordering of office supplies, books, and equipment for the divisional office and make other purchases as requested.

5%

•  Provide support for other divisional personnel as assigned.
   

 REQUIRED QUALIFICATIONS

• Bachelor's degree or a minimum of five years relevant experience / training.
• Solid analytical / problem-solving skills.
• 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 using common office software (email, spreadsheet, etc.) and ability to quickly learn new systems and technical tools.
• Ability to multi-task with demanding timeframes.
• Ability to use high-level discretion and maintain a high level of confidentiality.
• Demonstrated ability to work in a variety of situations (independently, collaboratively, or with minimal supervision).
• Experience providing administrative support in a dynamic, fast-paced environment.

 

PREFERRED QUALIFICATIONS

• Master's degree.
• Familiarity with the organization's processes, protocols and procedures.
• Knowledge of federal regulations such as FERPA.

 

SPECIAL CONDITIONS OF EMPLOYMENT

• Selected candidate will be required to pass a pre-employment criminal history background check. 
• Ability to work occasional evenings and weekends. 
• The University of California has implemented a COVID-19 Vaccination Policy covering all employees. To be compliant with the policy, covered employees must submit proof of vaccination or have an approved exception or deferral, eight (8) weeks from date of hire.
• Per the Child Abuse and Neglect Reporting Act (CANRA), this position has been identified as a Mandated Reporter. The selected candidate will be required to report known or suspected child abuse or neglect as defined by CANRA and will be required to sign a Statement Acknowledging Requirement to Report Child Abuse prior to commencing employment. CANRA Penal Codes, and related definitions, requirements, and responsibilities may be obtained here.

 

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.

 

HOW TO APPLY

Attach your resume and cover letter when applying for this job opening. Do not attach any documents to 'My Activities'. Visit our How to Apply tutorial for detailed instructions on our applicant process.

 

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.



APPLICANTS ARE REQUIRED TO USE THE UCSC ON-LINE PROCESS
View full job description and access on-line application:
https://careerspub.universityofcalifornia.edu/psp/ucsc/EMPLOYEE/HRMS/c/HRS_HRAM.HRS_APP_SCHJOB.GBL?Page=HRS_APP_JBPST&Action=U&FOCUS=Applicant&SiteId=11&JobOpeningId=36152&PostingSeq=1

To ensure review of application materials by the hiring unit, they must be submitted on or before the initial review date (IRD) via the Staff Employment Opportunities web site; https://jobs.ucsc.edu. A computer is available at the UC Santa Cruz Staff Human Resources Office located at Scotts Valley Center. The Scotts Valley Center is located at 100 Enterprise Way, Suite E100, Scotts Valley, CA 95066. To learn more or to request disability accommodations, call 831-459-2009. Hearing impaired are encouraged to use the California Relay Service at 800-735-2922. UC Santa Cruz is an Equal Opportunity Employer.

The University of California is an Equal 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.





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