Apply on Employer Site

Inside Higher Ed · 3 weeks ago

Executive Assistant to the Dean (7384U) - 63514

San Francisco, CA

Full-time

Onsite

Mid Level

$64K/yr - $113K/yr

The University of California, Berkeley is a leading institution of higher education committed to equity and social justice. The Executive Assistant to the Dean will provide comprehensive administrative and communications support to the Dean of the Graduate School of Education, managing communications, scheduling, and special projects to advance the Dean's vision and goals.

Digital MediaEducationHigher EducationJournalismRecruiting

No H1B

Responsibilities

Using discretion and diplomacy, responds to routine & non-routine inquiries regarding department and campus operations, policies and procedures

Forwards situations and issues presented by staff, faculty and external constituents to appropriate staff members for resolution

Makes high-level contacts of a sensitive nature internally and externally requiring a high degree of discretion and diplomacy and time sensitivity

Understands the program goals and priorities of the executive, in order to prioritize issues according to urgency and to allocate the executive's time for scheduled events and meetings

Provides administrative and technical assistance on special projects as assigned by Dean and Assistant Dean; researches, gathers data, compiles and summarizes issues, policies and topics; reaches out internally and externally to obtain background, briefing, and meeting materials; assists in preparing, editing and modifying documents including research reports, manuscripts, presentations, and proposals; prepares, edits, modifies briefings

Participates in the development and implementation of efficient and effective systems for managing information, projects, and communication to ensure accurate and timely responses; functions as a gatekeeper to assure prioritization of the Dean's time

Responds to a wide variety of inquiries from faculty, staff and students

Uses multiple computer applications to support key administrative functions

Manages the Dean's task list and follow up activities to assure timely completion of projects

Has primary responsibility for managing and scheduling the Dean's calendar

Prioritizes the Dean's time, triaging critical situations as they occur

Collects and prepares information for use in discussions and meetings

Assures accurate and frequent communication between the Dean, Associate Dean and Assistant Deans to assist with project management

Records minutes or notes of meetings as required

Handles the details of a variety of matters on behalf of the Dean

Drafts briefing documents for the Dean as well as correspondence and other general communications

Develops and manages a database of contacts, initiatives and assignments; assists with copying, mailing, and filing

Collect, organize and maintain data for short- and long-range planning initiatives

On behalf of the Dean, plans and directs complex events, symposia, receptions and forums programs

Establishes location, negotiates contracts for catering, set-up, equipment, transportation, and other logistics

Serve as backup Building Coordinator

Participates in professional development

Qualification

Analytical skillsWritten communicationOral communicationProject Management TrainingFERPAService orientationDiscretionMulti-taskingInterpersonal skillsConfidentialityTeamwork

Required

Familiarity with the organization's processes, protocols and procedures

Knowledge of federal regulations such as FERPA

Thorough knowledge of and/or can quickly learn 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 and the ability to work proactively as part of a team

Demonstrated interpersonal skills sufficient to communicate effectively with staff, faculty, students, alumni/donors, distinguished visitors, government officials, and external constituencies, both verbally and in writing

Excellent written and oral communication skills, sufficient to represent the Dean and the School with the greater campus community

Ability to meet deadlines and to respond to questions in a timely manner

Comfort and experience working in a high-pressure, fast-paced environment

Must demonstrate ability to write and edit well

Ability to multi-task with demanding timeframes

Ability to work successfully with a team and under own initiative

Ability to use high-level discretion and maintain a high level of confidentiality

Diplomacy, professional appearance and demeanor, and excellent attendance

Available for some evening and weekend activities

Bachelor's degree in related area and/or equivalent experience/training