Exec Ast. 3 CX, Executive Assistant to the VCR

About the role

The Executive Assistant to the Vice Chancellor for Research (VCR) provides executive-level support for the daily administrative objectives of the VCR.

Responsibilities

• Works closely with the VCR to establish priorities for scheduling appointments, meetings, and conferences, and uses these priorities to make efficient use of the VCR’s time.
• Manages a complex and tightly booked calendar, ensuring that the VCR has adequate time for briefings, meeting preparation, and daily review of correspondence/email.
• Evaluates requests for appointments. Carefully tracks and considers potential conflicts and makes recommendations to the VCR to help make the best strategic use of their time; gathers thorough information concerning all logistics at special events, as well as expectations for the VCR's role.
• Gathers background materials and agendas for briefing the VCR.
• Exercises sound judgement and communicates on a wide variety of inquiries and communications on behalf of the VCR, which may include managing information flow and acting as a liaison on special projects, committees, and initiatives.
• Proactively apprises the VCR of important evolving situations and provides updates on status of pending issues and special projects.
• Assists and/or briefs the VCR in preparing for office appointments, on- and off-campus visits, and public appearances.
• Carefully negotiates all flight, hotel, and other travel expenses for the VCR with special care to UC budgetary standards and policies.
• Independently monitors all travel and entertainment activity for the VCR.
• Provides clear and accurate documentation for travel reimbursement in compliance with university policy.
• Coordinates and drafts correspondence on behalf of the VCR in response to invitations and calendar requests, as well as other campus issues.
• Utilizes the same professional judgment, discretion, coordination, communication, and scheduling practices described for support of the Vice Chancellor for Research, tailored to the operational needs and priorities of each role.
• Coordinates and drafts correspondence on behalf of the VCR in response to invitations and calendar requests, as well as other campus issues.
• Uses knowledge of the University's administrative structure, University of California and UCSB policies, procedures and practices and acceptable business and legal practices in the course of carrying out the duties of the position.
• Ensures for accuracy by determining correct funding source and compliance with applicable University Policy.
• Provides similar travel support for Assistant and Associate VCRs as needed.

Qualifications

• Familiarity with the organization's processes, protocols and procedures.
• 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 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.
• Ability to multi-task with demanding timeframes.
• Solid skills in problem identification.

Skills

• Professional experience and institutional knowledge.
• High-level discretion and confidentiality.
• Independent problem solving.
• Quick thinking and grace under pressure.

Benefits

• Excellent retirement and health benefits.

Pay

The budgeted salary range that the University reasonably expects to pay for this position is $71,410.60 to $82,033.85/year. Salary offers are determined based on final candidate qualifications and experience; the budget for the position; and the application of fair, equitable, and consistent pay practices at the University. The full salary range for this position is $71,410.60 to $114,851.69/year.

Schedule

M-F, 8-5