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Executive Assistant to AVC Risk & Safety Services
University of California Santa Cruz
Details
Posted: 11-Nov-21
Location: Santa Cruz, California
Salary: Open
Internal Number: 2630085
Executive Assistant to AVC Risk & Safety Services
Location: Santa Cruz
Job ID: 26704
NOTIFICATIONS
UC Vaccination Policy: With limited exceptions, COVID-19 vaccinations are required for Covered Individuals under the Policy. Covered Individuals include all employees, students, or trainees who physically access a University facility or program in connection with their employment, appointment, or education/training.
Covered Individuals do NOT include employees who work 100% remotely with NO expectation that they will physically access any University location or program at ANY time. If 100% remote work ends, the employee is subject to Policy.
Employees can submit proof of vaccination online or request an exception.
ABOUT UC SANTA CRUZ
UC Santa Cruz is a public university like no other in California, combining the experience of a small, liberal arts college with the depth and rigor of a major research university. It's known as an unconventional place where innovation and experimentation is part of the campus's DNA. That playful, bold spirit still thrives today, all on a campus renowned as among the most beautiful in the world.
INITIAL REVIEW DATE (IRD)
UC Santa Cruz staff jobs are posted until filled. Application materials submitted by 11:59 pm on the IRD will be routed to the hiring unit for consideration. NOTE: Materials submitted after the IRD will be forwarded only at the request of the hiring unit. Submit your materials before the IRD to ensure consideration by the hiring unit.
The IRD for this job is: 11/30/2021
DEPARTMENT OVERVIEW
Risk and Safety Services provides leadership and coordinates multidisciplinary services to sustain a safe and healthy campus by managing injury and loss and coordinating access, emergency response and recovery. The Associate Vice Chancellor (AVC), Risk & Safety Services is responsible for executive level management, planning and direction for the following areas: Environmental Health & Safety and Office of Emergency Services, Risk Services, Transportation and Parking Services, University Police & Public Safety, Demonstration and Major Event Response Management, Behavioral Risk Assessment and Workplace Violence Team Coordination, Campus Policy Development and Special Projects.
More information about Risk and Safety Services can be found at: https://riskandsafety.ucsc.edu/
JOB SUMMARY
Under the general direction of the Associate Vice Chancellor (AVC), Risk and Safety Services, this position provides direct administrative support for the AVC RSS function. All functions require executive level support. The incumbent works independently with a high degree of confidentiality. The incumbent must manage a complex workload with competing, swiftly shifting priorities and possess diplomacy to deal effectively with diverse clientele from within the university and from the public sector. This position supports several high-risk functions inclusive of supporting emergency management response, behavioral risk assessment and demonstration response.
The incumbent interprets divisional, campus and system wide policies and procedures; works independently with department heads on unit administration and compliance issues; responds to emerging inquiries and facilitates problem resolution.
The Executive Assistant coordinates activities and provides calendar support. The incumbent coordinates the day-to-day operations of the office and coordinates business travel arrangements, purchasing, communications, invoice payments and reimbursement transactions.
This position requires the ability to respond flexibly and positively in all circumstances, to cope with ambiguity, to work effectively under pressure, and to manage regularly shifting priorities in a dynamic environment with frequent interruptions and deadlines.
APPOINTMENT INFORMATION
Salary Information: Salary Range $73,000 - $75,000. Salary commensurate with skills, qualifications and experience.
No. of Positions: 1
Benefits Level Eligibility: Full benefits
Schedule Information:
Full-time
Percentage of Time: 100%
Fixed
Average Hours Per Week: 40
Days of the Week: Mon - Fri
Shift Includes: Day
Employee Classification: This is a Career appointment
Job End Date: None
Work Location: UC Santa Cruz Main Campus
Union Representation: Non-Represented
Job Code Classification: 007384 EXEC AST 3
JOB DUTIES
65% Associate Vice Chancellor, Risk and Safety Services Support
Prioritize and schedule appointments for the AVC RSS complex calendar. Independently determine importance of requested meetings and coordinate calendar to accommodate the needs of the AVC, ensuring time is scheduled in a highly efficient manner, this includes coordinating meeting rooms or creating Microsoft Teams/Zoom meetings.
Prepare detailed daily briefing materials for the AVC prior to meetings, including direct support for campus committee appointments. Provide pertinent facts, data and other background information as necessary for meetings, reports, inquiries, agendas and presentations. Coordinate department meetings and trainings as necessary, including event planning, room reservations, catering, and audio-visual presentation set-up.
Coordinate workflow, communications, processes and procedures for all work done in direct support of the AVC, often of a sensitive or confidential nature, including audit responses, settlement actions, signature items, and emergency situations relating to campus safety and security.
Coordinate with the Vice Chancellor BAS (VC BAS) executive assistant and VC BAS on activities involving the AVC in response to current events.
Proactively keep track of assignments made to others for actions to be taken on the AVC's behalf and ensure that deadlines for responses are met. Review and evaluate incoming correspondence and materials, identify action items and track items from receipt to completion. Independently, or in consultation, direct projects to the appropriate managers. Advise the AVC on the status of action items. Respond to constantly changing priorities and/or deadlines, ensuring timely completion.
On a regular basis, exercise independent judgment in bringing information and issues relating to the affairs of the RSS unit to the attention of the AVC, including actions taken, time-sensitive issues/materials as they occur, and when appropriate, anticipating the need to provide background or policy-related information.
Manage the AVC's general communications, interacting directly on behalf of the AVC with the offices of the Chancellor, Vice Chancellors, Deans, faculty, students, donors, external agencies, and the public.
Independently analyze information requests and initiate a wide variety of correspondence, memos and reports for signature/approval on behalf of the AVC.
Participates in the development and implementation of efficient and effective systems for managing information, projects and communications to ensure accurate and timely responses.
Makes high level contacts of a sensitive and/or confidential nature, internally and externally, which require discretion and diplomacy. Prepares confidential reports as requested.
Arrange travel plans for the AVC; prepare travel advances/reimbursements and reconcile expenditures with advances.
25% General Administrative and Human Resources Support
Maintain office equipment; administer equipment inventory; maintain storage rooms; liaison to resolve issues with new or existing office furniture; liaison to work order desk for any facilities issues; responsible for maintaining key control including master keys.
Oversee the monitoring and reordering of office supplies; track orders with vendors; verify orders for accuracy. Responsible for the use of a purchasing credit card for purchases, in accordance with campus policy; submit receipts and invoices and assist in reconciling expenditures in accordance with monthly expense reports.
Create purchase requisitions for supplies and services as needed. Maintain and reconcile AVC department purchasing Pro cards and CTE card.
Coordinates and participates in recruitments. Identifies hiring needs, hiring policies and procedures. Supports hiring process by sharing and utilizing recruitment tools, schedule phone screen interviews and panel interviews. Distributes interview questions, collects interview notes for recruitment records, provides support for hiring managers, committee chairs and committee members, and maintains a strong knowledge of the University's Fair Hiring Guidelines providing Fair Hiring guidance for hiring managers and other search committee members.
Possesses knowledge of recruitment related systems and resources, supports the successful completion of the Recruitment Document Suite/Records.
Collaborates with Staff Human Resources as needed.
Develops and implements RSS onboarding, orientation, and offboarding program. Assists with all onboarding and offboarding paperwork ensuring timely completion.
5% Demonstration Operations Team and Emergency Management Support
Provide administrative support to the Demonstration Operations Team and Emergency Management as directed by the AVC.
5% Other Duties and Projects as Assigned
Other duties or projects assigned by the AVC.
REQUIRED QUALIFICATIONS
- Bachelor's degree in related area and / or equivalent experience / training.
- Excellent judgment and discretion in handling confidential and sensitive issues and information.
- Extensive, related administrative experience at the executive-level; experience scheduling appointments and coordinating a complex executive-level appointment calendar.
- Strong administrative and analytical skills with the ability to analyze complex information, problems, and processes in an objective manner in order to formulate conclusions that provide a sound basis for establishing priorities, selecting appropriate courses of action and making recommendations.
- Excellent organizational skills sufficient to handle multiple projects and assignments
- Ability to prioritize a heavy workload under the pressure of competing assignments, while maintaining a strong commitment to quality standards.
- Demonstrated ability to prioritize assignments and independently organize work, demonstrated initiative and follow through to meet deadlines with minimal or no direction with high degree of individual initiative and problem-solving abilities.
- Strong interpersonal skills with the ability to maintain good working relationships at all levels of an organization. Ability to engage in a collaborative and team-centric manner with administrative team.
- Skills to understand and the ability to interpret complex regulations, policies and procedures.
- Successful experience working in a highly diverse organization.
- Strong oral communication skills with the ability to present clear information to executive leadership.
- Excellent writing skills to draft concise reports, policies, procedures, and correspondence.
- Extensive business writing skills. Correct application of grammar, composition, spelling, and punctuation. Ability to draft and edit documents.
- Experience using spreadsheets, word processing and presentation software (Visio, Microsoft Project, and PowerPoint) including experience updating web pages.
- Ability to work independently with minimal direction; cope with ambiguity and regularly shifting priorities, and to perform accurately and efficiently in a fast-paced environment.
PREFERRED QUALIFICATIONS
- Knowledge of human resources including organizational development and recruitment. Ability to interpret policies and apply them to situations that arise.
- Working knowledge of financial processes, policies and procedures.
- Experience working in an institution of higher education.
- Experience as an executive assistant to a high-level executive within a medium to large, complex organization.
SPECIAL CONDITIONS OF EMPLOYMENT
- Selected candidate will be required to pass a pre-employment criminal history background check.
- The University of California has implemented a COVID-19 Vaccination Policy covering all employees. To be compliant with the policy, covered employees must submit proof of vaccination or have an approved exception or deferral, eight (8) weeks from date of hire.
SAFETY STATEMENT
All UCSC employees must understand and follow job safety procedures, attend required health and safety training, proactively promote safety at work, and promptly report actual and potential accidents and injuries.
HOW TO APPLY
Attach your resume and cover letter when applying for this job opening. Do not attach any documents to 'My Activities'. Visit our How to Apply tutorial for detailed instructions on our applicant process.
EEO/AA
The University of California is an Equal Employment 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. UC Santa Cruz is committed to excellence through diversity and strives to establish a climate that welcomes, celebrates, and promotes respect for the contributions of all students and employees.
APPLICANTS ARE REQUIRED TO USE THE UCSC ON-LINE PROCESS
View full job description and access on-line application:
https://careerspub.universityofcalifornia.edu/psp/ucsc/EMPLOYEE/HRMS/c/HRS_HRAM.HRS_APP_SCHJOB.GBL?Page=HRS_APP_JBPST&Action=U&FOCUS=Applicant&SiteId=11&JobOpeningId=26704&PostingSeq=1
To ensure review of application materials by the hiring unit, they must be submitted on or before the initial review date (IRD) via the Staff Employment Opportunities web site; https://jobs.ucsc.edu. A computer is available at the UC Santa Cruz Staff Human Resources Office located at Scotts Valley Center. The Scotts Valley Center is located at 100 Enterprise Way, Suite E100, Scotts Valley, CA 95066. To learn more or to request disability accommodations, call 831-459-2009. Hearing impaired are encouraged to use the California Relay Service at 800-735-2922. UC Santa Cruz is an Equal Opportunity Employer.
The University of California 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. UC Santa Cruz is committed to excellence through diversity and strives to establish a climate that welcomes, celebrates, and promotes respect for the contributions of all students and employees.
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About University of California Santa Cruz
UC Santa Cruz is a public university like no other in California, combining the intimacy of a small, liberal arts college with the depth and rigor of a major research university.
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