About Berkeley The University of California, Berkeley, is one of the world's most iconic teaching and research institutions. Since 1868, Berkeley has fueled a perpetual renaissance, generating unparalleled intellectual, economic and social value in California, the United States and the world. Berkeley's culture of openness, freedom and acceptanceacademic and artistic, political and culturalmake it a very special place for students, faculty and staff.
Berkeley is committed to hiring and developing staff who want to work in a high performing culture that supports the outstanding work of our faculty and students. In deciding whether to apply for a staff position at Berkeley, candidates are strongly encouraged to consider the alignment of the Berkeley Workplace Culture with their potential for success at http://jobs.berkeley.edu/why-berkeley.html.
Application Review Date The First Review Date for this job is: May 17, 2019
Departmental Overview The mission of the Division of Academic Planning is to facilitate excellence in research and education at UC Berkeley. We oversee the overall academic direction of the university, steward space in university facilities, and facilitate strategic international partnerships. In fulfilling these goals, we collaborate closely with the schools, colleges, departments, and organizations across the campus, looking for synergies across organizational and disciplinary boundaries, and supporting the growth and development of emerging academic disciplines. The Division has broad responsibilities for planning, coordinating and implementing academic and space initiatives on behalf of the Executive Vice Chancellor and Provost and in collaboration with other senior campus leadership.
Supporting these efforts is a team of professional staff dedicated to Berkeley's goals of public service, access and excellence. Our team brings together expertise and institutional data pertaining to Academic Program Reviews, Campus Space Planning, Global Engagement, Interdisciplinary Initiatives, as well as academic and strategic planning. In doing so, we contribute a holistic and analytical view of UC Berkeley's academic environment.
The Executive Assistant provides administrative support for the Vice Provost (VP), which includes managing the calendar, assisting with the planning of meetings and public events, assembling background for meetings and public events, acting as his/her liaison with the UC community and the public, providing front line reception services, and coordinating communications and pertinent data among the executive's subordinate management staff.
Assists in ensuring that administrative operations run smoothly for the Vice Provost (VP) Office and Division.
Responds to inquiries from faculty, staff, students and the public on behalf of the Vice Provost regarding campus operations, policies and procedures.
Forwards situations and issues presented by staff, faculty and external constituents to appropriate staff members for resolution.
The Executive Assistant is the first point of contact for internal and external constituencies.
Tact and diplomacy will be required to understand, and appropriately respond to, all inquiries.
Thorough knowledge of the VP's office, priorities, and preferences, along with thorough knowledge of reporting units, is required.
The Executive Assistant will need to track all such inquiries to make sure that they have been handled in a timely fashion and suitably resolved.
Participates in the VP office's development and implementation of efficient and effective systems for managing information, projects and communications to ensure accurate and timely responses.
The Executive Assistant will partner with the Chief of Staff (CoS) to develop all systems and processes for the VP's immediate office and division, and will be charged with managing such systems and processes once established.
Serves as front line receptionist for VP, CoS, and VP Immediate Office. Functions as the gatekeeper, ensuring that only those issues that warrant the attention of the VP are brought forward.
Based on knowledge of the VP's and CoS's current priorities and schedules, the Executive Assistant will diplomatically respond to all requests for their time and attention.
Investigates issues and problems; drafts for review responses to urgent requests.
Schedules all of the VP's meetings and the Chief of Staff's meetings.
Makes travel arrangements for the VP.
Makes high level contacts of a sensitive nature, internally and externally, requiring discretion and diplomacy.
Gathers and compiles background information, talking points and briefing materials for the executive.
Assists in the planning of meetings and public events.
Assists with Academic Program Review logistics, Global Engagement logistics, and Space Management logistics when needed.
The Executive Assistant will need a thorough understanding of the priorities and preferences of the VP and CoS to successfully manage their calendars, understanding that priorities and needs will constantly shift.
The VP oversees a complicated and diverse portfolio of reporting units (including Academic Program Review, Global Engagement, and Space Management), so the Executive Assistant must understand the needs of each one to ensure adequate and timely communications with the VP and/or CoS.
The Executive Assistant must successfully manage gathering, preparing, and analyzing all background and briefing materials for the VP and COS in a timely manner.
Thorough knowledge or demonstrated ability to learn of common campus-specific and other computer application programs, including bConnected (Google Suite), especially Google Calendar, UCPath, CalTime, BearBuy, and others.
Political acumen and sensitivities to the differing perspectives and political circumstances within all levels of the Campus as well as the Office of the President and external constituencies.
Ability to use high-level discretion and maintain a high level of confidentiality.
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.
Ability to multi-task with demanding time-frames.
Familiarity with campus processes, protocols and procedures.
Knowledge of federal regulations such as FERPA.
Strong skills in analyses and complex problem-solving.
Highly organized and disciplined in logging, tracking, and reporting work requests.
Advising and counseling skills.
Comfortable working with ambiguity and tight timelines.
Bachelor's degree in related area and/or equivalent experience/training.
Salary & Benefits Annual salary will be commensurate with experience.
How to Apply Please submit your cover letter and resume as a single attachment when applying.
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.
The University of California was chartered in 1868 and its flagship campus - envisioned as a "City of Learning" - was established at Berkeley, on San Francisco Bay. Today the world's premier public university and a wellspring of innovation, UC Berkeley occupies a 1,232 acre campus with a sylvan 178-acre central core. From this home its academic community makes key contributions to the economic and social well-being of the Bay Area, California, and the nation.