Position Type: Secretary and Administrative Assistants
Executive Assistant
Job Number: 201808223281 Full/Part Time: Full Time Schedule: 8AM - 5PM Salary: Commensurate with Experience
Position Information:
The Executive Assistant provides executive level coordination and support to the Dean of the College of Humanities, Arts, and Social Sciences (CHASS). Additionally, serves as a resource to the Deans office leadership team members, with full responsibility for managing and implementing projects as assigned by the Dean. The incumbent must maintain a high level of confidentiality, discretion, and excellent interpersonal skills to represent and advise the Dean. The incumbent performs responsibilities and makes decisions based on a thorough understanding of the Deans priorities and expectations. The incumbent determines course of action, coordinates with all responsible parties, schedules meetings, coordinates agendas to discuss and resolve issues, and follows through on decision implementation. The Executive Assistant prepares and reviews communication materials for the Dean. In addition, insures that the Dean is fully briefed on relevant issues, and prepares all background information supporting a meeting, a decision or an action. Independently strategizes and advises on College and University communications, meetings/travel schedules, and campus and community events. Coordinates meetings with the Deans leadership team, faculty meetings, staff meetings, and task forces as assigned by the Dean. Develops and distributes agendas, conducts research, records, highlights and tracts action items, as well as initiates followup as needed. Responsible for security of the office filing systems containing sensitive and confidential information related to Deans correspondences. Responsible for establishing and upholding a professional and collaborative working environment. Must be able to maintain the highest level of confidence, diplomacy, and decisiveness while working under pressure of constantly changing priorities, unanticipated urgent demands, and multiple tasks and projects with competing deadlines. Please note: Finalists may be required to complete a skills assessment as part of the selection process.
Education:
Education Requirements Bachelor's degree in related area and/or equivalent experience/training. Required
Experience:
Minimum of 8 years of related experience. Required
Minimum of 3 years experience working in a higher education setting. Preferred
Minimum Requirements:
Advising and counseling skills. Proficient in managing a complex calendar. Ability to prioritize and manage a rapidly changing schedule. Advanced service orientation. Ability to multi-task with demanding timeframes. Ability to exercise sound judgment, creativity, and work at a high level of proficiency. Ability to use a high level of discretion and maintain all confidentiality. Demonstrated strong interpersonal and communication skills to interact effectively and tactfully with members of the public, students, faculty, staff, and high-level administrators to handle sensitive problems and resolve conflict. Demonstrated skills in analyzing information, problems, situations, practices or procedures to define problems or objectives; identify relevant concerns and factors; identify patterns, tendencies or relationships; formulate logical and objective conclusions; identify solutions; recognize alternatives and their implications; take appropriate action. Small to mid-level project management 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. Intermediate to advanced knowledge of common organization-specific computer applications. Knowledge of federal regulations such as FERPA. Excellent writing and oral communication skills, with the ability to draft and edit correspondence and reports. Expert knowledge of MS Office Suite. Strong skills to communicate and influence effectively with all levels of staff, faculty, alumni/donors, students and external constituents, both verbally and in writing. Strong analytical/problem-solving skills.
Preferred Qualifications:
Advanced knowledge of the organization's processes, protocols and procedures.
Demonstrated progressive experience providing high-level executive, project management and analytical support in higher education or public sector agency to support senior management executives. General understanding of arts, humanities, and social science education and research. Thorough knowledge and experience in an academic environment, including exposure to and knowledge of academic issues and situations, and understanding of policies, practices, constituencies, and major issues in higher education. Sophisticated knowledge and understanding of University policies and procedures, specifically those related to entertainment, foreign and domestic travel, off-site meetings and receptions; ability to explain policies, exceptions and reason for them to others. Skill in the use of UCR on-line financial systems. Demonstrated knowledge and understanding of UCRs academic and administrative structure.
Additional Information:
In the Heart of Inland Southern California, UC Riverside is located on nearly 1,200 acres near Box Springs Mountain in Southern California; the park-like campus provides convenient access to the vibrant and growing Inland region. The campus is a living laboratory for the exploration of issues critical to growing communities'air, water, energy, transportation, politics, the arts, history and culture. UCR gives every student, faculty and staff member the resources to explore, engage, imagine and excel.
UC Riverside is recognized as one of the most ethnically diverse research universities in the country boasting several key rankings of which we are extremely proud.
Washington Monthly (August 2016) ranked UC Riverside 12th in the nation in its annual University and College Survey.\
Education Trust placed UC Riverside 9th in the nation for closing the graduation gap between black and white students by 1.7 percentage points.
In QS World University Rankings 2016/2017, UC Riverside's Department of Philosophy is #1 in the world for the frequency with which published papers are cited by other philosophers.
U.S. News and World Report Survey (September 2016) ranked UC Riverside 118th overall; earns "Great Schools, Great Prices."
Shanghai Jiao Tong University (August 2016) Academic Ranking of World Universities ranked UC Riverside among the top 151 to 200 institutions. This survey bills itself as "the most trustworthy precursor of global rankings of the world's top 500 universities."
U.S. News and World Report's Best Graduate Schools (2016) including:
Graduate School of Education - 62nd among ranked schools
Bourns College of Engineering - 71st among ranked schools
The University of California is an Equal Opportunity/Affirmative Action Employer with a strong institutional commitment to the achievement of excellence and diversity among its faculty and staff. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, protected veteran status, or any other characteristic protected by law.
