Executive Administrator

Executive Administrator

Location:

Remote – requires a telecommuting agreement and adherence to the UCSC Telecommuting/Remote Work Guidelines. The employee shall be available full-time during assigned work hours and ensure a suitable worksite environment while working remotely.

Job Summary:

The Executive Administrator plans and implements strategic goals, operational objectives, and work plans related to the Executive External Affairs Officer and Executive Research Officer. To achieve the desired outcomes, the Executive Administrator delegates, monitors, and reviews assignments across the organization on behalf of these two Executives.

• Budgeted Salary: $88,830 - $95,250/year, commensurate with skills, qualifications and experience.
• Benefits Level Eligibility:
  Full benefits.
• Schedule:
  
  Full-time, 40 hours per week, Monday‑Friday, day shift.
• Employee Classification:
  Career appointment.
• Travel:
  Up to 25% of the time.
• Union Representation: CX Union.
• Job End Date:
  None.

60% – Administrative Operations

• Oversee, plan, and administer administrative operations for the Executive External Affairs Officer and Executive Research Officer.
• Plan and track Executive work related to Consortium decision‑making processes such as the Executive Committee and Governing Board decisions.
• Create a system to ensure Executives are advised of time‑sensitive and priority issues, ensuring appropriate follow‑up.
• Provide critical and high‑level advice and administrative functions that enable the Executive to address the highest organizational priorities.
• Direct other staff in support of the Executive's work.
• Interpret University of California policies and Consortium practices and advise the executive accordingly.
• Ensure presentations and other Executive work are error‑free and consistent with Smarter Balanced SOP.
• Coordinate preparation for and administration of meetings, including large remote meetings using Zoom.
• Provide administrative support for the Smarter Balanced bi‑annual technical advisory committee (TAC) and Collaboration Conference meetings.
• Maintain TAC member contact list and capture accurate action items during TAC meetings.
• Collaborate with staff in the Member Services unit to support the meetings.
• Liaise between the Executives, Member Services, State/Jurisdiction Members, and TAC members.
• Initiate and manage projects and associated contracts under the purview of the Executives, using the standard Smarter Balanced technology‑based process (e.g., Jira).
• Develop and maintain a system of work‑tracking and accountability among staff reporting to the Executives.
• Review contracts, RFPs, NDAs, and other binding documents to ensure compliance with Executive requirements.
• Conduct web‑based research and/or monitor websites to support Executive initiatives.

25% – Communications

• Engage with a broad range of internal and external constituents in a professional manner consistent with established response timelines.
• Lead design of content and prepare documents and correspondence for internal and external stakeholders as needed.
• Generate draft communications and presentations for the Executives.
• Represent the Executives in confidential and non‑confidential settings when they are unavailable.
• Maintain strict confidentiality of sensitive material.

15% – General Administration

• Make recommendations on maintaining and strengthening internal controls to protect University resources.
• Develop and prepare budgets, financials, and other reports, which may be complex.
• Arrange and submit travel reimbursement.
• Manage the calendar for the Executives.

• Bachelor's degree in a related area and/or equivalent experience/training.
• Demonstrated experience acting with grace and professionalism under tight timelines and important deliveries.
• Experience using strong customer service skills with heads of government agencies, organizational leaders, and critical stakeholders.
• Experience ensuring that organizational practices, services, and behaviors support and promote collaboration among staff.
• Substantial experience in using critical thinking, problem‑solving, and strategic communication to support an executive leader.
• Demonstrated…