Executive Assistant 4 Job Listing at University of California in Santa Barbara, CA (Job ID 68285)

Description

Job Posting Details

Payroll Title: EXEC AST 4

Job Code: 7385

Job Open Date: 04/30/2024

Application Review Begins: 05/15/2024

Department Code (Name): FARM (Financial & Resource Management)

Percentage of Time: 100%

Union Code (Name): 99

Employee Class (Appointment Type): Staff: Career

FLSA Status: Exempt

Classified Indicator Description (Personnel Program): PSS

Salary Grade: Grade 22

Hiring/Budgeted Salary or Hourly Range: The budgeted salary range that the University reasonably expects to pay for this position is $74,300.00 to $104,400.00/year. 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.

Full Salary Range: The full salary range for this position is $74,300.00 to $134,500.00/year. 

Work Location: Cheadle Hall - 1317

Working Days and Hours: Monday - Friday, 8am-5pm

Benefits Eligibility: Full Benefits

Type of Remote or Hybrid Work Arrangement, if applicable: N/A

Special Instructions:

For full consideration, please include a resume and a cover letter as part of your application.

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

Brief Summary of Job Duties:

The Executive Assistant is responsible for the general management and administration of the Office of Budget and Planning, which includes divisions responsible for Operating Budget, Capital Planning, Institutional Research, Real Estate, and Faculty/Staff Housing (Community Housing Authority). The Executive Assistant serves as the primary administrative resource within Office of Budget and Planning providing analytical support, problem solving, research, writing, and analysis on behalf of the entire organization. This position requires the incumbent to act with extraordinary judgment, initiative, discretion, and independence. It also requires effective oral and written communication skills and the ability to solve problems and resolve conflict. Must be able to independently prioritize, organize and handle a wide variety of responsibilities accurately, consistently, and with tight deadlines.

Required Qualifications:

• Bachelor's degree in related area and / or equivalent experience / training
• 4-6 years experience in an administrative or operations position
• 4-6 years experience providing high-level executive support 
• Strong analytical / problem-solving skills
• Ability to multi-task with demanding timeframes.
• Ability to use a high level of discretion and maintain all confidentiality.
• Strong skills to communicate and influence effectively with all levels of staff, faculty, alumni / donors, students and external constituents, both verbally and in writing.
• 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.

Special Conditions of Employment:

● Satisfactory completion of a criminal history background check

● Maintain a valid CA driver's license, a clean DMV record and enrollment in the DMV Employer Pull-Notice Program
● UCSB is a Tobacco-Free environment

Job Functions and Percentages of Time:

• 15% Research, Analysis and Professional Support - Serves as an expert resource on administrative policy issues and demonstrates mastery of issues related to UC Santa Barbara and University of California policies and procedures. With a high degree of independence, analyzes policies and procedures, reports, correspondence from various sources, formulates alternatives and options and suggested responses. Drafts divisional directives, correspondence, and documents such as job descriptions and policies. Consults and coordinates with offices of Budget & Planning at sister UC campuses to identify areas of consistency and best practices in policies and procedures.

• 15% Budget Administration - Controls department accounts and manages business operations (payroll, timekeeping, purchasing, scheduling, travel, desktop support, and equipment management) with a high degree of autonomy. Creates and develops internal control systems, policies, and procedures related to fiscal and operational matters. Reviews, makes recommendations, and prepares draft documentation for department leadership on actions requiring his approval or direction. Maintains status reports and provides financial analyses and forecasts.

• 20% Personnel Management - Responsible for overall management of personnel issues for the division including but not limited to merits, evaluations, job descriptions, hiring, training, reclassifications, online Personnel Payroll System, and coordination with the Office of Human Resources. Analyzes current and proposed policies and procedures, makes recommendations to insure appropriate compliance, provides analysis to Division leadership, and assists in formulation, articulation and implementation of personnel policies and procedures, serves as a resource for division employees. As assigned, coordinates high level personnel recruitment activities for management, including candidate travel, complex panel scheduling, creation and distribution of interview materials, and frequent confidential communication with candidates and members of the interview panels. Performs special duties and management assignments as designated by the VC and AVC.

• 15% Office Management - Develops and maintains office procedures and administrative systems. Coordinates information from other divisions with department staff to ensure completion of tasks with sufficient time for Divisional leadership review. Provides support to Directors in responding to inquiries from the campus, Office of the President, and general community. Prioritizes issues according to importance and urgency and allocates the provision of time for such issues. Tracks administrative workflow, overseeing day-to-day office processes, and providing high level of support to all Budget & Planning units.

• 15% Communications and Correspondence - Manages the details of complex and highly sensitive issues for the Vice Chancellor, Associate Vice Chancellor and Directors. Researches, compiles and summarizes information as necessary to respond to divisional requests. Prepares correspondence on a variety of administrative and budgetary issues, advises on Human Resource and other administrative policies, coordinates workflow of committees as assigned. Responsible for timely distribution of correspondence and documents to various offices on campus including the Chancellor, Vice Chancellors, and department heads. Responsible for tracking documents received and transmitted by the Office of Budget & Planning. Oversees a complex array of calendars, agendas, and office functions. Responsible for development and maintenance of master calendar for the office.

• 20% Special Projects - Responsible for coordinating a broad array of projects involving a wide range of topics and requiring an extensive base of knowledge. Develops divisional timelines, assigns and monitors work for divisional projects. Has advanced knowledge of University administrative structure, UC and UCSB policies and practices and acceptable business and legal practices. Develops and administers systems for tracking and managing information, projects, and budgets. Provides extensive coordination of additional internal and external committees as assigned, which are often organization-wide in scope. Stays abreast of all issues facing the Division. Draws upon a thorough understanding of Division's dynamics in order to take appropriate actions.

• 0% Position Requirements - Must exercise diplomacy, confidentiality, effective conflict resolution and problem-solving skills in addition to excellent oral and written communication skills when responding to inquiries from staff and managers within the division and across campus, from the chancellor and other administrative officers, faculty, students, members of the community, UCOP, and other UC campuses. Must be able to respond quickly and appropriately to highly sensitive and confidential inquiries and know when such inquiries should be referred to other sources; often handle unexpected situations for which administrative guidelines are unclear or inadequate. Must be able to effectively communicate the goals of the division to professional, managerial, and support staff.

UC Vaccination Programs Policy - With Interim Revisions:

As a condition of employment, you will be required to comply with the University of California Policy on Vaccinations Programs – With Interim Revisions.*
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 (Capitalized terms in this paragraph are defined in the policy.). Federal, state, or local public health directives may impose additional requirements.

For more information, please visit:

• UC Santa Barbara COVID-19 Information - https://www.ucsb.edu/COVID-19-information
• University of California Policy on Vaccinations – With Interim Revisions - https://policy.ucop.edu/doc/5000695/VaccinationProgramsPolicy

*Note: The Policy on Vaccination Programs – With Interim Revisions was updated effective August 16, 2023. A systemwide review of this policy will take place in Fall 2023 with an expected issuance/effective date in early 2024.

**Covered Individuals: A Covered Individual includes anyone designated as Personnel or Students under this Policy who physically access a University Facility or Program in connection with their employment, appointment, or education/training. A person accessing a Healthcare Location as a patient, or an art, athletics, entertainment, or other publicly accessible venue at a Location as a member of the public, is not a Covered Individual.

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.
For the University of California's Affirmative Action Policy, please visit: https://policy.ucop.edu/doc/4010393/PPSM-20.
For the University of California's Anti-Discrimination Policy, please visit: https://policy.ucop.edu/doc/1001004/Anti-Discrimination.

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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