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Executive Assistant to The Dean

4 months ago

Santa Cruz, United States University of California Santa Cruz Full time

**Executive Assistant to the Dean**

**Location**: Santa Cruz

**Job ID**: 68049

JOB POSTING

**HOW TO APPLY**
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**INITIAL REVIEW DATE (IRD)**

The IRD for this job is**: 05-13-2024**
**ABOUT UC SANTA CRUZ**

UC Santa Cruz is a public university like no other in California, combining the experience of a small, liberal arts college with the depth and rigor of a major research university. It's known as an unconventional place where innovation and experimentation is part of the campus's DNA. That playful, bold spirit still thrives today, all on a campus renowned as among the most beautiful in the world.

**DEPARTMENT OVERVIEW**

The Humanities Division consists of eight departments (Critical Race and Ethnic Studies (CRES), History, History of Consciousness, Languages and Applied Linguistics, Linguistics, Literature, Philosophy, Feminist Studies), and the Writing Program. In addition there are several specialized research or public service programs (Dickens Project, The Humanities Institute, Center for Racial Justice).

**JOB SUMMARY**

The Executive Assistant to the Dean of Humanities is responsible for providing direct high-level administrative and project management to the Dean, under the supervision of the Assistant Dean. The incumbent will actively collaborate with the Assistant Dean, faculty and staff within the Humanities Division, and with colleagues throughout the division and campus to ensure all Dean's meeting, decision support, travel, calendar, and logístical needs are handled promptly and efficiently.

This position requires an appreciation of the mission of the institution as well as the insight, tact, discretion and diplomacy to deal effectively with executives, staff, faculty, students and community members. As representatives of the Dean, all members of the Dean's Office are expected to model the UC Santa Cruz Principles of Community and to demonstrate a commitment to diversity, equity and inclusion in their interactions with senior leaders, faculty, students and staff at all levels of the organization, with colleagues, throughout the UC system and their interactions with agencies, organization and individuals outside of the UC system.

**APPOINTMENT INFORMATION**

**Budgeted Salary**:$73,300 - $84,900/Annually**. Salary commensurate with skills, qualifications and experience.

Under California law, the University of California, Santa Cruz is required to post a reasonable estimate of the compensation for this role. The salary shown above is the budgeted amount the University reasonably expects to pay and the salary extended should not exceed this posted amount.

**Benefits Level Eligibility**: Full benefits

**Schedule Information**:

- Full-time, Fixed
- Percentage of Time: 100%, 40 Hours per Week
- Days of the Week: Mon-Fri
- Shift Includes: Day

**Employee Classification**: Career appointment

**Job End Date**: None

**Work Location**: UC Santa Cruz Main Campus

**Union Representation**: Non-Represented

**Job Code Classification**: EXEC AST 3 (007384)

**Travel**: Never or Rarely

**JOB DUTIES**

**50% - Administrative Operations**
- Oversees and ensures the daily administrative operations run smoothly for executive management (Dean and Assistant Dean), including coordinating travel, entertainment and meeting arrangements, preparing reports, client relations, and training and supervising dean's office support staff.
- Exercising independent judgment and initiative, provide professional administrative support and advice to the Dean on a broad range of Divisional issues that may be sensitive or confidential in nature. Utilizing broad knowledge and understanding of the Humanities Division and overall campus, the Executive Assistant to the Dean manages the flow of decanal communication and correspondence.
- Manage Dean's calendar and priorities in response to requests, exercising independent judgment regarding priorities based on knowledge and context of divisional activities and campus objectives. Schedule and support meetings convened by the Dean or Assistant Dean, as directed. Prepare agendas and distribute materials and arrange logistics for regular divisional meetings; draft and distribute minutes; track items for follow up.
- Provide support in organizing large scale or complex events, including arranging and managing logistics, guest accommodations, travel, etc.

**40% - Project Management**
- With general direction from the Dean and Assistant Dean, coordinates special projects and initiatives launched by the Dean; provides advice and assistance with divisional planning activities and issue-oriented groups.
- Maintains a comprehensive database of initiatives and assignments, to include actions delegated.
- Manage and track projects using project management tools such as Asana. Supports effective use of project management tools to enhance collaboration across offices and progress on shared goals.
- Track divisional deadlines