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UC OFFICE OF THE PRESIDENT
At the University of California (UC), your contributions make a difference. A world leader producing Nobel and Pulitzer prize recipients with over 150 years of groundbreaking research transforming the world. Choose a career where you can leverage your knowledge, skills and aspirations to inspire and support some of the greatest minds in the world, and those who will follow in their footsteps. Working at the University of California is being part of a unique institution, and a vibrant and diverse community. At the University of California, Office of the President, we propel our mission through impactful work locally, in government centers and systemwide. We are passionate people, serving the greater good.
The University of California, one of the largest and most acclaimed institutions of higher learning in the world, is dedicated to excellence in teaching, research and public service. The University of California Office of the President is the headquarters to the 10 campuses, six academic medical centers and three national laboratories and enrolls premier students from California, the nation and the world. Learn more about the UC Office of the President
The Vice Provost for Academic Personnel and Programs has responsibility for policies, processes, programs, and initiatives that 1) strengthen recruitment, retention and advancement of faculty and other academic personnel at the University's ten campuses; 2) support systemwide efforts to enhance the diversity and quality of faculty and other academic appointees; and 3) facilitate the continued excellence of systemwide academic educational programs and of units supporting scholarly dissemination, including the UC Washington Center, UC Center Sacramento, President's Postdoctoral Fellowship Program, UC Press and California Digital Library. Academic Personnel and Programs informs University decision-making by the Provost and Executive Vice President and the President, advocating best practices and strategic systemwide initiatives and practices that are efficient, effective and inclusive. The Executive Assistant to the Vice Provost for Academic Personnel and Programs reports to the VP and is a key partner with the Vice Provost in leading this unit.
The Executive Assistant helps to ensure that daily operations for the VP run smoothly. The EA keeps abreast of all issues the VP has responsibility for and is working on and helps manage communications, calendar, travels, briefings, and planning around this knowledge. The EA participates in the development and implementation of efficient and effective systems for managing information, projects, and communications, both inside the office and with others at OP and on the campuses; maintain a comprehensive database of initiatives and assignments and keeps electronic and paper files for the VP. The EA monitors and make decisions regarding requests for the VP's time, understanding the priorities and time constraints of the VP and is responsible for scheduling meetings, travel, events, and conversations; this often involves rescheduling and working closely with other Executive Assistants at UCOP and on the campuses. The EA make high level contacts of a sensitive nature, internally and externally, requiring discretion and diplomacy. The EA respond to communications that come to the VP and has responsibility for memos and letters that the VP sends to other leaders at the University.
The Executive Assistant is often called on to investigate issues and problems, draft and prepare responses to urgent requests, and juggle multiple issues at once. The EA organizes ad hoc committees chaired by the VP on a broad range of issues and may assist in preparing confidential reports for various audiences. In preparation for the days and weeks ahead the EA research, compile, and summarize issues, policies and topics; provides background information, talking points and briefing materials for the Vice Provost.
Provides support to a direct report of the Division of Academic Affairs senior leadership; ensures front administrative processes and office operations run smoothly in the Vice Provost's office. Demonstrates good judgment in selecting methods and techniques for obtaining solutions.
Executive Support - Logistical Coordination and Meeting Preparation Collects and organizes relevant material for the Vice Provost's meetings with senior staff, with the Provost and Executive Vice President, the Academic Vice Chancellors, The Regents, and others. This duty requires knowledge of major issues, their status, where in the organization each issue falls, and handling extremely confidential issues. Coordinates schedule, agenda, and logistics with campus convener's office for Vice Provost-Academic Personnel and Programs meetings at UCOP.
Communication Coordination Serves as principal telephone and email representative for the Vice Provost and senior staff to campuses and UCOP officials, handling difficult situations with tact and sensitivity. Screens calls as necessary, handling as many calls as possible independently, and referring others as appropriate.
Departmental Correspondence Screens correspondence and independently assigns responsibility for action on letters addressed to the President, the Provost and Executive Vice President, and the Vice Provost for which the Department is responsible. Review responses, make revisions as directed, and coordinates signature and final document distribution. Draft, edit and/or proofread correspondence, meeting agendas, minutes, reports, charts, graphs and other materials from electronic or hand drafts. This duty requires substantive knowledge of major issues, details of the organization, and of procedures and protocol. Errors would cause costly delays and waste time. Monitors logging and follow-up on correspondence and projects.
- Strong written, oral, and electronic communication skills.
- Proficiency in Word, Excel, and PowerPoint; familiarity with SharePoint, Zoom, and other software that assists in managing academic administrative offices.
- Ability to draft memos, letters, and reports.
- Analytical and problem-solving skills to appropriately interpret incoming correspondence and coordinate work flow.
- Research skills to focus on key issues, gather and integrate information from a variety of sources and through appropriate consultation with a wide variety of constituents; determine appropriate course of action based on established guidelines or precedents; and consider/recommend alternatives.
- Demonstrated skill composing correspondence and other documents, as well as creating presentations, reports, charts, graphs and forms.
- Commitment to working closely with the team in Academic Personnel and Programs.
- Strong interpersonal skills with ability to work collaboratively and productively with a wide variety of individuals within the University. Sensitivity to issues of diversity, equity, and inclusion.
- Strong service orientation.
- Political acumen and sensitivities to the differing perspectives and political circumstances common at OP.
- Ability to communicate well with administrators, faculty, students, and staff at all levels.
- Ability to multitask with demanding timeframes.
- Ability to use high-level discretion and maintain a high level of confidentiality.
- Availability to begin work promptly in the morning, given office protocols and workload.
- Bachelor's degree and three to five years of experience providing executive level support such as complex calendar management, document drafting, meeting/event planning and extensive travel arrangements in an academic institution; or an equivalent combination of education and experience. Clear ability to deal with a demanding work environment and bring a professional and positive demeanor to personal, e-mail, and telephonic relationships.
SALARY AND BENEFITS
Salary: Salary commensurate with experience.
Benefits: For information on the comprehensive benefits package offered by the University visit: Benefits of Belonging
HOW TO APPLY
Please be prepared to attach a cover letter and resume with your application.
APPLICATION REVIEW DATE
The first review date for this job is June 21, 2021. The position will be open until filled.
CONDITIONS OF EMPLOYMENT
Background Check Process: Successful completion of a background check is required for this critical position. Background check process at UCOP
Smoke Free Work Environment: The University of California, Office of the President, is smoke & tobacco-free as of January 1, 2014. UC Smoke & Tobacco Free Policy
The University of California, Office of the President, 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. EEO/AA Employer UC Nondiscrimination Policy
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