EXECUTIVE ASSISTANT AND EVENTS SPECIALIST

OFFICE OF THE CHANCELLOR & DEAN

CLASSIFICATION: Level 3 / Class Code 6090 / Exempt / Full-Time / Benefited / Represented

HIRING SALARY RANGE: $60,820 - $85,137 annually (commensurate with qualifications)

THE ROLE

Under the direction of the Chancellor & Dean and Chief of Staff, this position provides executive level assistance to the Chancellor & Dean's Office, including scheduling, travel, budgeting, office management, and skilled communications with internal and external constituents of the office. This position serves as a liaison to various campus departments and provides event management for engagements involving the Chancellor & Dean, most especially those in collaboration with the Advancement Office. This position reports to the Chief of Staff, with added regular direction from the Advancement Office. This position is designated as a confidential position.

RESPONSIBILITIES

Typical duties and responsibilities consist of, but are not limited to, the following:

• Serves as the point of contact for the Chancellor & Dean's Office, greeting and engaging with a wide range of constituents who visit the office with professionalism, warmth, and political acumen.

• Communicates both verbally and in written form with students, staff, faculty, Board members, alumni, government officials, and community partners as it relates to meetings and events involving the Chancellor & Dean's Office. This includes handling challenging calls or emails to the office with the highest level of customer service and diplomacy, assessing when to bring in other colleagues and departments as needed.

• In coordination with the Chief of Staff and Advancement Office, plans and manages dozens of on and off-campus and/or online alumni events and engagements annually where the Chancellor & Dean is involved. This includes management of event timelines, budgets, implementation structure, logistics, catering, travel, vendor management, etc.

• Provides project management support to the Chancellor & Dean's Office as needed, particularly those that align with the Chancellor & Dean's strategic priorities.

• Manages the Chancellor & Dean's and Chief of Staff's appointments calendars, using sound judgment to proactively assess their scheduling needs, resolve scheduling conflicts, and rearrange meetings based on evolving priorities. Alerts the Chancellor & Dean and Chief of Staff of competing priorities on the schedule, offering recommendations to resolve such issues.

• Serves as the office and operations manager for the Chancellor & Dean's Office. This includes managing the inventory and ordering of supplies for the office, handling all the budget transactions, preparing monthly expense reports, and monitoring expenses for all accounts.

• Manages the travel arrangements for the Chancellor & Dean, which often includes multiple destinations in one trip. Uses good reasoning in arranging complex travel needs, including flights, ground transportation, hotel accommodations, etc.

• Manages any requests for the Chancellor & Dean's signature, ensuring appropriate confidentiality and partnering with various offices to ensure consistent and clear protocols are followed and that deadlines are met.

• Performs other duties as required.

REQUIREMENTS

EDUCATION AND EXPERIENCE

• Bachelor's degree preferred.

• Substantial experience working as an executive assistant supporting a senior leader, preferably in an institution of higher education, graduate or professional school.

• Experience in event management.

• Experience with project management, including the ability to shepherd a targeted effort within a larger and more complex department, and the operational skills that ensure tactical project management.

• Experience managing office operations and budgeting.

KNOWLEDGE, SKILLS & ABILITIES.     

• Must be able to represent the Chancellor & Dean's Office in a pleasant, professional and efficient manner; and must have ability to interface effectively with Board members, faculty, staff, students, alumni, and public; must have ability to project confidence, understanding, competence and concern in dealing with all individuals;

• Must have experience with events management, including partnering with and coordinating teams from various departments, tracking timelines and action items. Must be able to clearly brief the Chancellor & Dean and Chief of Staff as needed;

• Must have project management skills, including preparing project plans, managing timelines, and tracking tasks;

• Must have excellent written communications skills, including drafting a high volume of emails with clarity, professionalism, and warmth;

• Must have excellent verbal communication skills, with the ability to handle challenging phone calls and in-person engagements requiring high attention, diplomacy, and support;

• Must have skills and abilities in budgeting, including facilitating transactions and submitting reports;

• Must be able to work independently and with resourcefulness, problem solving on their own where possible, but also using sound judgment to assess when to consult with supervisor;

• Must have ability to recognize and maintain the confidentiality of sensitive College issues and information;

• Must have the ability to prioritize work assignments and meet established deadlines;

• Must have excellent organizational skills with strong attention to detail with a goal of achieving high quality and 100 percent accuracy in work;

• Must have proficiency in Microsoft Office Suite including Word, Excel, PowerPoint, Outlook, communications software, e.g., iContact and Constant Contact, and Adobe Acrobat.

BENEFITS

HEALTH AND WELFARE BENEFITS

• Comprehensive medical, dental and vision insurance coverage
• Flexible Spending Accounts for transportation-related, healthcare and dependent care expenses
• Employee Assistance Program

FOR YOUR FINANCIAL FUTURE

• Life Insurance, Disability Insurance, and Legal Insurance
• University of California Retirement Plan (a defined benefit plan)
• Deferred Compensation Plans/Pre-tax Retirement Savings Programs

FOR YOUR WORK/LIFE BALANCE

• Fourteen paid holidays per year
• Generous vacation and sick leave
• Commuter Benefits Program

THE HIRING PROCESS

FAILURE TO PROVIDE THE INFORMATION AS REQUIRED ON THE APPLICATION AND/OR INSTRUCTIONS TO APPLY SHALL IMMEDIATELY DISQUALIFY AN APPLICANT FROM EMPLOYMENT CONSIDERATION.

THIS POSITION HAS BEEN DESIGNATED AS “SENSITIVE” AND REQUIRES A PRE-EMPLOYMENT BACKGROUND CHECK.

Federal law requires employers to provide reasonable accommodation to qualified individuals with disabilities. Please contact Human Resources if you require a reasonable accommodation to apply for a job. Examples of reasonable accommodation include making a change to the application process, providing documents in an alternate format, using a sign language interpreter, or using specialized equipment.

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WHAT TO EXPECT

Applicants who meet the position requirements will be competitively evaluated to identify the individuals whose breadth and depth of experience and education most closely relate to the stated requirements and the needs of the College. Depending on the quality and number of the applications received, only the better qualified applicants may be contacted for an interview. THE POSITION IS OPEN UNTIL FILLED.

The skills listed above are comprehensive, and we understand there are great candidates who possess only a subset of those skills, or who have other important skills. If you match some of these skills, please do not hesitate to apply.

UC Hastings College of the Law is an equal opportunity employer. UC Hastings strives to provide a diverse and inclusive educational environment that fosters cultural awareness, mutual understanding and respect. UC Hastings College of the Law is interested in candidates who will contribute to diversity and equal opportunity in higher education through their teaching. Qualified women and members of underrepresented minority groups are strongly encouraged to apply.