University of California - Santa Barbara
Executive Assistant
University of California - Santa Barbara, Santa Barbara, California, us, 93190
Payroll Title:
BLANK AST 3Job Code:
4722Job Open Date:
9/4/24Application Review Begins:
9/19/24Department Code (Name):
AAVC (Office of the Vice Chancellor for Student Affairs)Percentage of Time:
100Union Code (Name):
CXEmployee Class (Appointment Type):
Staff: CareerFLSA Status:
Non-ExemptClassified Indicator Description (Personnel Program):
PSSSalary Grade:
STEPSPay Rate/Range:
The budgeted salary range that the University reasonably expects to pay for this position is $28.44 - $30.41/hr. The full salary range for this position is $28.44 - $40.76/hr. Salary offers are determined based on final candidate qualifications and experience; the budget for the position; and the application of fair, equitable, and consistent pay practices at the University.Work Location:
Cheadle Hall - 5203Working Days and Hours:
M-F, 8 am - 5 pmBenefits Eligibility:
FullType of Remote or Hybrid Work Arrangement, if applicable:
N/ASpecial Instructions:
For full consideration, please include a resume and cover letter as part of your application.Department Marketing Statement:
The Division of Student Affairs advances the education, research, and service mission of the University by providing programs and services that contribute to the students' academic achievement, personal development, well-being, and success. As dedicated, compassionate, and collaborative professionals, we cultivate lifelong leaders and learners who recognize and appreciate the dignity of individuals and communities.Benefits of Belonging:
Working at UC means being part of this vibrant institution that shines a light on what is possible. People make UC great, and UC recognizes your contributions by making this a great place to work. Excellent retirement and health are just one of the rewards. Learn more about the benefits of working at UC and why You Belong at UC.Brief Summary of Job Duties:
The Office of the Vice Chancellor for Student Affairs Executive Assistant is responsible for daily administrative functions of the office. Under the direction of the Executive Operations Manager/Divisional HR Business Partner, the Executive Assistant provides coordinated administrative and professional support to the Vice Chancellor for Student Affairs, Associate Vice Chancellor for Student Enrollment Success, and other senior staff. Using independent judgment, provides direct analytical, research, and organizational support, independently researches solutions to problems, provides administrative support, which includes but is not limited to: scheduling appointments, making travel arrangements, directing critical calls, creating and maintaining spreadsheets. Requires exceptional oral and written communication skills, a high level of independence, confidentiality, flexibility to changing priorities, multi-tasking, and ability to work under pressure of strict deadlines.Required Qualifications:Thorough knowledge in administrative procedures and processes including word processing, spreadsheet and database applications.Good verbal and written communication skills, active listening, critical thinking, multi-task and time management skills.Interpersonal and work leadership skills to provide guidance to other nonexempt personnel.Preferred Qualifications:Bachelor's Degree in related area or equivalent experience/training.1-3 years relevant work experience with increasing scope and responsibility.Special Conditions of Employment:Satisfactory criminal history background check.UCSB is a Tobacco-Free environment.Job Functions and Percentages of Time:50% Administrative:
Responsible for the daily administrative support functions for the Vice Chancellor for Student Affairs and Associate Vice Chancellor for Student Enrollment and Success. Assuring high-quality service delivery and accurate information dissemination. Independently researches issues and provides background information to the Vice Chancellor, Associate Vice Chancellor, Chief of Staff, and other senior staff as necessary. Provides information to managers and directors from the Division's 29 departments as well as answering questions for and making referrals to students, parents, faculty, staff, and community members. Communicates with a wide constituency including high level offices within the Administration (e.g., Executive Vice Chancellor, Senior Officers and Chancellor), Office of the President, and other campuses and the community. Coordinates committee membership for the 13 Advisory Committees that report directly to the Vice Chancellor for Student Affairs, working with the Academic Senate, Associated Students, Graduate Student Association, Chancellor's Staff Advisory Committee, and other staff committees. Updates memos and charges as necessary. Responsible for absolute accuracy and confidentiality while monitoring and coordinating the calendars for the Vice Chancellor and Associate Vice Chancellor, scheduling individual and committee meetings and planning travel arrangements as necessary. Assists and briefs Vice Chancellor and Associate Vice Chancellor in preparing for office appointments and on- and off-campus visits. Identifies background requirements and gathers appropriate materials.25% Website/Social Media Management:
Monitors and maintains the Division of Student Affairs' main website via Drupal. Collects and updates content, images, messages, and themes as needed. Publishes content and builds engagement in key social media platforms such as Instagram, TikTok, and Facebook (among others) for the Office of the Vice Chancellor for Student Affairs. Maintains and evolves content and social media guidelines and best practices with attention to grammar, personality, tone, and voice.25% Special Projects:
Oversees and/or participates in special office, divisional and systemwide projects as necessary. Some examples include the following: coordinates national search process for high-level administrative positions; organizes quarterly Student Affairs New Employee Orientation; serves on the planning committee for the Student Affairs Student Staff Divisional Event; coordinates conferences; and participates in other campus and divisional special events, etc.UC Vaccination Programs Policy:
As a condition of employment, you will be required to comply with the University of California Policy on Vaccination Programs. As a condition of Physical Presence at a Location or in a University Program, all Covered Individuals must participate in any applicable Vaccination Program by providing proof that they are Up-to-Date with any required Vaccines or submitting a request for Exception in a Mandate Program or properly declining vaccination in an Opt-Out Program no later than the Compliance Date. Federal, state, or local public health directives may impose additional requirements.Equal Opportunity/Affirmative Action Statement:
UC Santa Barbara 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.Reasonable Accommodations:
The University of California endeavors to make https://jobs.ucsb.edu accessible to any and all users. If you would like to contact us regarding the accessibility of our website or need assistance completing the application process, please contact Katherine Abad in Human Resources at 805-893-4664 or email katherine.abad@hr.ucsb.edu. This contact information is for accommodation requests only and cannot be used to inquire about the status of applications.
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BLANK AST 3Job Code:
4722Job Open Date:
9/4/24Application Review Begins:
9/19/24Department Code (Name):
AAVC (Office of the Vice Chancellor for Student Affairs)Percentage of Time:
100Union Code (Name):
CXEmployee Class (Appointment Type):
Staff: CareerFLSA Status:
Non-ExemptClassified Indicator Description (Personnel Program):
PSSSalary Grade:
STEPSPay Rate/Range:
The budgeted salary range that the University reasonably expects to pay for this position is $28.44 - $30.41/hr. The full salary range for this position is $28.44 - $40.76/hr. Salary offers are determined based on final candidate qualifications and experience; the budget for the position; and the application of fair, equitable, and consistent pay practices at the University.Work Location:
Cheadle Hall - 5203Working Days and Hours:
M-F, 8 am - 5 pmBenefits Eligibility:
FullType of Remote or Hybrid Work Arrangement, if applicable:
N/ASpecial Instructions:
For full consideration, please include a resume and cover letter as part of your application.Department Marketing Statement:
The Division of Student Affairs advances the education, research, and service mission of the University by providing programs and services that contribute to the students' academic achievement, personal development, well-being, and success. As dedicated, compassionate, and collaborative professionals, we cultivate lifelong leaders and learners who recognize and appreciate the dignity of individuals and communities.Benefits of Belonging:
Working at UC means being part of this vibrant institution that shines a light on what is possible. People make UC great, and UC recognizes your contributions by making this a great place to work. Excellent retirement and health are just one of the rewards. Learn more about the benefits of working at UC and why You Belong at UC.Brief Summary of Job Duties:
The Office of the Vice Chancellor for Student Affairs Executive Assistant is responsible for daily administrative functions of the office. Under the direction of the Executive Operations Manager/Divisional HR Business Partner, the Executive Assistant provides coordinated administrative and professional support to the Vice Chancellor for Student Affairs, Associate Vice Chancellor for Student Enrollment Success, and other senior staff. Using independent judgment, provides direct analytical, research, and organizational support, independently researches solutions to problems, provides administrative support, which includes but is not limited to: scheduling appointments, making travel arrangements, directing critical calls, creating and maintaining spreadsheets. Requires exceptional oral and written communication skills, a high level of independence, confidentiality, flexibility to changing priorities, multi-tasking, and ability to work under pressure of strict deadlines.Required Qualifications:Thorough knowledge in administrative procedures and processes including word processing, spreadsheet and database applications.Good verbal and written communication skills, active listening, critical thinking, multi-task and time management skills.Interpersonal and work leadership skills to provide guidance to other nonexempt personnel.Preferred Qualifications:Bachelor's Degree in related area or equivalent experience/training.1-3 years relevant work experience with increasing scope and responsibility.Special Conditions of Employment:Satisfactory criminal history background check.UCSB is a Tobacco-Free environment.Job Functions and Percentages of Time:50% Administrative:
Responsible for the daily administrative support functions for the Vice Chancellor for Student Affairs and Associate Vice Chancellor for Student Enrollment and Success. Assuring high-quality service delivery and accurate information dissemination. Independently researches issues and provides background information to the Vice Chancellor, Associate Vice Chancellor, Chief of Staff, and other senior staff as necessary. Provides information to managers and directors from the Division's 29 departments as well as answering questions for and making referrals to students, parents, faculty, staff, and community members. Communicates with a wide constituency including high level offices within the Administration (e.g., Executive Vice Chancellor, Senior Officers and Chancellor), Office of the President, and other campuses and the community. Coordinates committee membership for the 13 Advisory Committees that report directly to the Vice Chancellor for Student Affairs, working with the Academic Senate, Associated Students, Graduate Student Association, Chancellor's Staff Advisory Committee, and other staff committees. Updates memos and charges as necessary. Responsible for absolute accuracy and confidentiality while monitoring and coordinating the calendars for the Vice Chancellor and Associate Vice Chancellor, scheduling individual and committee meetings and planning travel arrangements as necessary. Assists and briefs Vice Chancellor and Associate Vice Chancellor in preparing for office appointments and on- and off-campus visits. Identifies background requirements and gathers appropriate materials.25% Website/Social Media Management:
Monitors and maintains the Division of Student Affairs' main website via Drupal. Collects and updates content, images, messages, and themes as needed. Publishes content and builds engagement in key social media platforms such as Instagram, TikTok, and Facebook (among others) for the Office of the Vice Chancellor for Student Affairs. Maintains and evolves content and social media guidelines and best practices with attention to grammar, personality, tone, and voice.25% Special Projects:
Oversees and/or participates in special office, divisional and systemwide projects as necessary. Some examples include the following: coordinates national search process for high-level administrative positions; organizes quarterly Student Affairs New Employee Orientation; serves on the planning committee for the Student Affairs Student Staff Divisional Event; coordinates conferences; and participates in other campus and divisional special events, etc.UC Vaccination Programs Policy:
As a condition of employment, you will be required to comply with the University of California Policy on Vaccination Programs. As a condition of Physical Presence at a Location or in a University Program, all Covered Individuals must participate in any applicable Vaccination Program by providing proof that they are Up-to-Date with any required Vaccines or submitting a request for Exception in a Mandate Program or properly declining vaccination in an Opt-Out Program no later than the Compliance Date. Federal, state, or local public health directives may impose additional requirements.Equal Opportunity/Affirmative Action Statement:
UC Santa Barbara 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.Reasonable Accommodations:
The University of California endeavors to make https://jobs.ucsb.edu accessible to any and all users. If you would like to contact us regarding the accessibility of our website or need assistance completing the application process, please contact Katherine Abad in Human Resources at 805-893-4664 or email katherine.abad@hr.ucsb.edu. This contact information is for accommodation requests only and cannot be used to inquire about the status of applications.
#J-18808-Ljbffr