Executive Assistant
Job ID:
Location: Main Campus - UCR
Schedule: 8AM - 5PM
Category: Administrative
Salary: $61,000 - $106,800
Full/Part Time: Full-time(100%)
Organization: Bourns College of Engineering
Department: BCOE Deans Office Dept
Application Deadline: Open Until Filled
Position Information:
Join our dynamic team! Executive Assistant to the Dean at Bourns College of Engineering.
As the Executive Assistant to the Dean, you will play a critical role in driving the success of the Bourns College of Engineering (BCOE)! This essential position offers you the opportunity to work closely with our Dean, Associate Deans, and a diverse array of internal and external stakeholders, including esteemed faculty, donors, and government representatives. You'll ensure the smooth operation of the Dean's Office by managing complex schedules, coordinating high-profile events, and handling sensitive matters with the utmost discretion.
We're looking for a proactive and highly organized professional who excels in a fast-paced environment. You'll have the autonomy to manage executive-level tasks, including preparing executive briefings, coordinating travel, and facilitating strategic initiatives that align with our College's mission. In return, we offer a collaborative and supportive work environment where your contributions will have a meaningful impact on our academic community.
If you're eager to apply your executive administrative skills, collaborate with a dedicated team, and contribute to the advancement of engineering education and research, we want to hear from you. Join us in making a difference at Bourns College of Engineering. Apply now to become a part of our dynamic team!
The full salary range for the Executive Assistant is $61,000 - $106,800 annually. We base salary offers on various considerations, such as education, experience, and other business needs.
Applicants must have current work authorization when accepting a UCR staff position. Currently, we are unable to sponsor or take over sponsorship of an employment Visa for staff.
As a University employee, you will be required to comply with all applicable University policies and/or collective bargaining agreements, as may be amended from time to time. Federal, state, or local government directives may impose additional requirements.
Requirements:
Educational Requirements
Bachelor's degree in related area and/or equivalent experience/training
Required
Experience Requirements
Minimum of 2-4 years of experience
Required
Special Conditions
Special Must maintain a high level of confidentiality due to the nature of the work involved.
RequiredAbility to occasionally work outside of regular business hours as required by the demands of the office.
RequiredMust pass a background check.
Required
Minimum Requirements
Expertise in handling sensitive information with discretion, especially in relation to academic, financial, and personnel matters. In-depth understanding of executive-level administrative processes, including calendar management, travel arrangements, and event coordination. Knowledge of project management principles and best practices for tracking initiatives, deadlines, and deliverables. Proficiency in synthesizing and analyzing data, creating spreadsheets, and preparing executive reports. Exceptional verbal and written communication skills, including drafting executive-level correspondence, reports, and presentations. Highly organized with the ability to manage multiple tasks, prioritize effectively, and maintain detailed records and filing systems. Advanced skills in Microsoft Office Suite (Word, Excel, PowerPoint) and database management systems. Familiarity with digital collaboration tools (e.g., Zoom, Slack). Ability to handle highly sensitive matters with professionalism and diplomacy, maintaining positive relationships with all stakeholders. Flexibility to handle a fast-paced work environment, adapting to changing priorities and managing high-stress situations with ease.
Preferred Qualifications
Familiarity with higher education organizational structures, particularly in engineering or academic environments. Strong ability to work effectively with diverse internal and external stakeholders, including faculty, donors, and government representatives. Ability to identify problems, assess potential solutions, and implement effective resolutions in a timely manner. Ability to exercise independent judgment and make decisions regarding the disposition of correspondence, scheduling, and prioritization of executive tasks. Capacity to manage complex schedules and deadlines efficiently, ensuring that the Dean and Associate Deans are well-prepared for engagements. Ability to coordinate large-scale events, manage logistics, and ensure successful execution of college-wide events and meetings.
Additional Information:
Additional Information In the Heart of Inland Southern California, UC Riverside is located on nearly 1,200 acres near Box Springs Mountain in Southern California; the park-like campus provides convenient access to the vibrant and growing Inland region. The campus is a living laboratory for the exploration of issues critical to growing communities' air, water, energy, transportation, politics, the arts, history, and culture. UCR gives every student, faculty and staff member the resources to explore, engage, imagine and excel.
UC Riverside is recognized as one of the most ethnically diverse research universities in the country boasting several key rankings of which we are extremely proud.
- UC Riverside is proud to be ranked No. 12 among all U.S. universities, according to Money Magazine's 2020 rankings, and among the top 1 percent of universities worldwide, according to the 2019-20 Center for World University rankings.
- UC Riverside is the top university in the United States for social mobility. - U.S. News 2020
- UCR is a member of the University Innovation Alliance, the leading national coalition of public research universities committed to improving student success for low-income, first-generation, and students of color.
- Among top-tier universities, UC Riverside ranks No. 2 in financial aid. - Business Insider 2019
- Ranked No. 2 in the world for research, UCR's Department of Entomology maintains one of the largest collections of insect specimens the nation. - Center for World University Rankings
- UCR's distinguished faculty boasts 2 Nobel Laureates, and 13 members of the National Academies of Science and Medicine.
The University of California is an Equal Opportunity/Affirmative Action Employer with a strong institutional commitment to the achievement of excellence and diversity among its faculty and staff. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, protected veteran status, or any other characteristic protected by law.
For information about our generous employee benefits package, visit: Employee Benefits Overview
Job Description Details:
General Information
Job Title
004702
Grade
Christopher Lynch
Supervisor
Key Responsibilities:
Coordinate, manage, and arrange travel for Dean, Associate Deans, and Assistant Dean, including pre-trip arrangements, and proper documentation and reporting after trip is finished. 15%
Responsible for maintaining the calendars and schedules for the Dean and Associate Deans; ensuring priority is given to specific appointments based on need. Coordination is needed between teaching, research, and service duties, as well as campus and community events. 15%
Functions as the gatekeeper for leadership, understanding the requirements of the executive, in order to prioritize issues according to urgency and allocate time accordingly. Prepares responses to urgent divisional requests on behalf of the executive; takes charge of complex and highly sensitive matters, and independently investigates issues and problems. 10%
Researches, analyzes and synthesizes information to prepare executive briefings, reports, and summaries. Prepares confidential reports and summarizes issues for senior staff, and other officials within the UC system. Coordinates information from other departments and tracks to ensure completion with sufficient time for executive review in advance of meetings. Compile the information and analytics as needed to create PowerPoint presentations and meeting materials for the Dean, Associate Deans, and Assistant Deans. Serves as a project coordinator for the Dean and Associate Deans for college-wide awards. 10%
Organizes ad hoc committees appointed by the executive on a broad range of issues. Provides support to committee in the form of scheduling meetings, taking notes and maintaining files, providing documents, hosting Zoom sessions when necessary, and coordinating schedules to accommodate multiple attendees. 10%
Briefs executive in a timely fashion, with regard to priorities and deadlines, on the status of pending issues. Makes high-level contacts of a sensitive nature with both internal and external individuals, requiring a high level of discretion and diplomacy. Responds to a wide variety of questions and issues from faculty, staff, students and the public on behalf of the executive, including those highly sensitive in nature. Handles the details of complex and highly sensitive matters on behalf of the executive. 10%
Develops and implements efficient and effective systems for managing information, projects and communications to ensure accurate and timely responses. Maintain and update mailings lists and electronic card file of addresses and telephone numbers. Complete mail merges and prepare mailings. Maintain up-to-date and easily retrievable filing system. Exercise independent judgment regarding the disposition of correspondence and other documents. 10%
Coordinates Dean's Office specific events and works with the college-wide Marketing/Events/Development team on college-wide, donor, alumni, student, and external constituent events. Coordinate large, complex conference/meetings/programs Assist with the scheduling of meetings, conferences and events. Organize and compile materials. Assist with planning, coordination, and organization of events including catering, audio/visual equipment, travel arrangements, room and parking reservations, set-up, clean-up and other arrangements as needed. Assist with event registration. Greet event guests and provide special attention to their needs. 10%
Works with Dean's Office CFAO and Director of Finance and Business Operations to collect data, conduct web searches, retrieve financial information, development spreadsheets, analyze data, tracking methods, and entry into various databases for surveys, reports, meetings, and presentations. Maintains a comprehensive database of initiatives, assignments, and analytical data to include actions delegated to other offices and for reporting purposes. Assists in completing monthly, quarterly, and ad hoc reports for various uses as requested by the CFAO and Director of Finance and Business Operations. 10%
To apply, visit https://jobsportal.ucr.edu/jobs/34090739
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