University of California, Santa Cruz · 1 month ago
Executive Assistant to the Dean of Graduate Studies
Santa Cruz County, CA
Full-time
Onsite
Mid Level
$78K/yr - $90K/yrThe University of California, Santa Cruz is a unique public university that combines the experience of a small liberal arts college with the rigor of a major research university. The Executive Assistant to the Dean of Graduate Studies provides high-level administrative support to the Vice Provost and Dean, managing the Dean's calendar, coordinating communications, and overseeing office operations.
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Responsibilities
Act as point person for all staff who support the VPDGS. Coordinate workflow, communications, processes and procedures for all work done in direct support of the VPDGS. Participate in regular staff meetings to ensure that Divisional projects and issues are being handled in a timely manner
Exercise independent judgment to perform special assignments as requested by the VPDGS. Resolve, research, assess, and refer problems, often of a sensitive or confidential nature
Exercise independent judgment in bringing information and issues relating to the affairs of the division to the attention of the VPDGS. Define problems, independently conduct research as necessary, formulate solutions and make recommendations. Develop responses for Dean's signature. Independently respond to requests and inquiries from faculty, staff, and students regarding divisional and university policies and procedures. Provide daily and long-range assistance on a wide range of assignments both internal and external to the division, i.e., new divisional initiatives and proposals, student grievances, press releases, etc
Provide administrative support to the VPDGS and Assistant Dean on a variety of campus wide or divisional issues, projects and programs. Support Assistant Dean to compile data, solicit and research information from a variety of sources both on and off campus, in the preparation of reports as requested
Draft correspondence on behalf of the VPDGS as directed
Manage the VPDGS' time. Prioritize and schedule appointments for the VPDGS' calendar. Independently determine importance of requested meetings and coordinate calendar to accommodate the needs of the VPDGS. Coordinate complex schedules
Manage the operation of the Dean's Office. Independently respond to inquiries, complaints, and concerns from callers and visitors on behalf of the VPDGS. Research and resolve problems
Prepare detailed briefing materials for the VPDGS prior to meetings. Provide pertinent facts, data and other background information for meetings, reports, inquiries, agendas and presentations
Prepare and record non-fellowship administrative and personnel related expenses of Graduate Studies in support of the VPDGS and the Assistant Dean
Manage the Dean's Office general communications with the divisional department offices and major administrative offices including other UC campuses, Chancellor's Office, campus Provost/Executive Vice Chancellor's Office, Divisional Dean's Offices, other campus units and the public. Manage pending projects and working files to ensure that goals and deadlines are met
Oversee the review of all incoming correspondence. Ensure correspondence is properly coded for filing. Keep track of assignments made to others for actions to be taken on behalf of the VPDGS and ensure that deadlines for responses are met. Oversee the maintenance of the records managements system for divisional and Dean's office administrative correspondence, records, and reports from other campuses, Office of the President, and outside organizations
Communicate with the Graduate Council and manage input and output of information between Graduate Division and Graduate Council. Oversee divisional student honors and award programs (i.e., Annual Graduate Symposium, Outstanding TA Awards)
Qualification
Required
A high degree of individual initiative along with strong analytical and problem-solving skills for identifying needs, conducting research and developing innovative proposals, solutions and programs
Excellent written communication skills for preparing various documents, reports, newsletters, and executive-level correspondence
Excellent communication and interpersonal skills for effectively dealing with a broad range of individuals at various levels within an organization
Ability to respond with both flexibility and positivity in all circumstances, and to manage workload with frequent interruptions and deadlines
Administrative experience with demonstrated abilities to prioritize assignments, organize and coordinate office operation, anticipate needs, work effectively under pressure of deadlines and exercise good judgment, particularly with sensitive or confidential matters
Strong self-motivation skills for independently establishing effective working relationships with various organizations and faculty and staff at all levels of the organization and demonstrated ability to work as a member of a team
Experience scheduling appointments and coordinating an executive level calendar
Ability to supervise staff, including assigning and monitoring workload and evaluating performance
Experience with standard electronic word processing, spreadsheet, calendar and email programs; familiarity with Microsoft Office and Adobe Suite
Preferred
Extensive, related administrative experience in an executive-level office
Knowledge of the UCSC accounting system
Ability to manage web content management systems
Benefits
Full benefits
Company
University of California, Santa Cruz
UCSC opened in 1965 with 650 students. Forty-five years later, the campus is home to nearly 15,000 undergraduates and 1,500 graduate
Founded in 1965
1001-5000 employees
H1B Sponsorship
University of California, Santa Cruz has a track record of offering H1B sponsorships. Please note that this does not
guarantee sponsorship for this specific role. Below presents additional info for your
reference. (Data Powered by US Department of Labor)
Distribution of Different Job Fields Receiving Sponsorship
Represents job field similar to this job
Trends of Total Sponsorships
2025 (34)
2024 (48)
2023 (52)
2022 (41)
2021 (46)
2020 (29)
Funding
Current Stage
Late StageTotal Funding
$19.6MKey Investors
U.S. Department of AgricultureNational Endowment for the Humanities (NEH)James S. McDonnell Foundation
2023-06-21Grant· $10M
2023-01-10Grant· $0.15M
2022-02-24Grant· $0.25M
Leadership Team
Benedict Paten
Professor
Marco Rolandi
Jack Baskin Endowed Chair in Engineering
Recent News
News-Medical.Net
2025-11-24
2025-11-08
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