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Executive Assistant (7384U) - College of Engineering Dean's Office 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 College of Engineering at UC Berkeley is recognized for its educational and research excellence, consistently ranking among the top three engineering colleges in the United States. With more than 220 regular faculty members, 2,100 graduate students and 3,200 undergraduate students located in seven academic departments, Engineering is the second largest college on the Berkeley campus. A multiunit Dean's Office provides administrative, student services, development and capital projects services. CoE occupies 12 buildings on the Berkeley campus and has extensive facilities at the Richmond Field Station.

This position involves providing administrative oversight for an executive,including the coordination of communications and pertinent data among a group of the executive's subordinate management staff. The Executive Assistant performs and/or oversees special projects or assignments that are sensitive or complex in nature, requiring a high level of independence and initiative in execution and implementation. S/he handles details and oversees work of a highly confidential and critical nature to support the executive on matters of significance.

Application Review Date

The First Review Date for this job is: March 21, 2023 - Open Until Filled

Responsibilities

40%

• Oversees and ensures the daily administrative operations run smoothly for the executive's office.
• Participates in the development and implementation of efficient and effective systems for managing information, projects, and communications to ensure accurate and timely responses.
• Maintains a comprehensive database of initiatives and assignments to include actions delegated. Implements related business processes.
• Managing the calendar and scheduling meetings and appointments on behalf of the Dean, Executive Assistant Dean and Associate Dean of Research.
• Supports meetings, projects, and events on behalf of all 3 executives on an as needed basis.

25%

• 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.
• Responds to inquiries from faculty, staff, students, and the public on behalf of the executive regarding organization operations, policies, and procedures.
• Briefs executive on deadlines and the status of pending issues.
• Makes high level contacts of a sensitive nature, internally and externally, requiring discretion and diplomacy.
• Investigates issues and problems; drafts and prepares responses to urgent requests.
• Prepares responses to urgent divisional requests on behalf of the executive.
• Prepares confidential reports for senior staff, systemwide and other officials.

20%

• Program coordination to include organizing ad hoc committees, on site and virtual college wide meetings.
• Additionally, will support coordinating travel, parking, reimbursements, and vendor payments.
• Coordinate visitor travel and itineraries, including processing travel reimbursement requests.
• Maintain basic websites, mailing lists, and event calendars.

15%

• Office and facilities management: coordinate purchasing services for the office and corrdinating business unit, including managing inventory and supplies and office equipment.
• Conference room hospitality coordinator for multiple conference rooms and hoteling spaces as needed.
• Includes communication with users expectations for set up, clean up and use of technical equipment.

Required Qualifications

• Bachelor's degree in related area and / or equivalent experience / training.
• Familiarity with the organization's processes, protocols and procedures.
• Knowledge of federal regulations such as FERPA.
• Thorough knowledge of common organization-specific and other computer application programs.
• Solid analytical / problem-solving skills.
• Political acumen and sensitivities to the differing perspectives and political circumstances within all levels of the organization 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.
• Advising and counseling skills.
• Ability to multi-task with demanding timeframes.
• Ability to use high-level discretion and maintain a high level of confidentiality.
• Solid skills in problem identification.

Salary & Benefits

For information on the comprehensive benefits package offered by the University, please visit the University of California's https://www.google.com/url?q=http://ucnet.universityofcalifornia.edu/compensation-and-benefits/index.html&source=gmail&ust=1674324686328000&usg=AOvVaw2GpIWYW1GodaOMhx7gsK4r' href='https://apptrkr.com/get_redirect.php?id=3986908&targetURL=http://ucnet.universityofcalifornia.edu/compensation-and-benefits/index.html' style='font-variant-ligatures:normal; text-align:start; white-space:pre-wrap; color:blue; text-decoration:underline' target='_blank'>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 range that the University reasonably expects to pay for this position is $61,600 to $84,600 annually. This is a 100% FTE career position eligible for full benefits.

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.

Equal Employment Opportunity

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, or protected veteran status. For more information about your rights as an applicant, please see the U.S. Equal Employment Opportunity Commission poster.



For the complete University of California nondiscrimination and affirmative action policy, please see the University of California Discrimination, Harassment, and Affirmative Action in the Workplace policy.





To apply, visit https://careerspub.universityofcalifornia.edu/psp/ucb/EMPLOYEE/HRMS/c/HRS_HRAM.HRS_APP_SCHJOB.GBL?Page=HRS_APP_JBPST&Action=U&FOCUS=Applicant&SiteId=21&JobOpeningId=50211&PostingSeq=1









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