Executive Assistant College of Engineering

Responsibilities

• Oversees and ensures the daily administrative operations run smoothly for the CoE Dean's Office. Managing the calendar for the Dean, Executive Associate Dean and additional leadership members on an as needed basis. Preparation for on site meetings in 3 different conference rooms. Work with Deans office team to create procedures and protocols for managing the office. Ensures Dean and Executive Associate Dean have all documents necessary for related meetings.
  
  Maintain digital documents and files for the Dean's office. Prepares responses and escalates urgent requests; researches, compiles and summarizes issues, policies and topics; provides background information, and briefing materials for the Dean's office. Participates in the development and implementation of efficient and effective systems for managing information, projects and communications. Implements related business processes.
• Functions as the gatekeeper, understanding the requirements of the CoE Dean's Office, in order to prioritize issues according to urgency and to allocate time for scheduled events, travel and meetings. Responds to inquiries from faculty, staff, students, and the public on behalf of the CoE Dean's Office.
• Meeting, Event and Project support which includes:
  Prepare agendas, google slides, calendar invites, and all correspondence related to meetings/events. Order meals/food as needed for events and meetings.
• Note taking Follow up as needed. Oversees public facing contact with parents, students, prospective students, faculty, staff, and the general public. Manage phones and walk in traffic.
• Responding to emails on behalf of the Deans Leadership team as needed/appropriate. Act as a gatekeeper to determine which activities and events are prioritized on the Dean's calendar.
• Manages contact with high level guests to the dean's office including correspondence and on site visits. Makes high-level contacts of a sensitive nature, internally and externally requiring discretion and diplomacy.
• Program coordination to include organizing ad hoc committees, on site and virtual college wide meetings. Additionally, will support coordinating travel, parking, reimbursements, and vendor payments. Coordinate visitor travel and itineraries, including processing travel reimbursement requests. Maintain basic websites, mailing lists, and event calendars.
• Office and facilities management: coordinate purchasing services for the office and coordinating business unit, including managing inventory and supplies and office equipment. Conference room hospitality coordinator for multiple conference rooms and hoteling spaces as needed. Includes communication with users expectations for set up, clean up and use of technical equipment.

• Bachelor's degree in related area and / or equivalent experience / training.
• Familiarity with the organization's processes, protocols and procedures.
• Knowledge of federal regulations such as FERPA.
• Thorough knowledge of common organization-specific and other computer application programs.
• Solid analytical / problem-solving 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.
• 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.
• Advising and counseling skills.
• Ability to multi-task with demanding time frames.
• Ability to use high-level discretion and maintain a high level of confidentiality.
• Solid skills in problem identification.

The budgeted salary or hourly range that the University reasonably expects to pay for this position is $78,930.91 to $ yearly ($6,577.58 to $8,340.93 monthly); the full salary range for this title (EXEC AST 3 CX) is $78,930.91 to $ yearly. This 100% FTE career position is eligible for full benefits.

This position is governed by the terms and conditions in the agreement for the Clerical & Allied Services Unit (CX) between the University of California and…