Executive Assistant to the Dean of Students Office

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INITIAL REVIEW DATE (IRD)

Application materials submitted by 11:59 pm on the IRD will be routed to the hiring unit for consideration. Materials submitted after the IRD will ONLY be forwarded at the request of the hiring unit. To ensure your application is routed for consideration, submit your materials before 11:59 p.m. on the IRD.  Talent Acquisition cannot accept application materials outside of the jobs portal, and is unable to update submitted applications on an applicant's behalf, or forward communications to the hiring units. For more information about the IRD and the applicant review process, view this link .

The IRD for this job is: 03-12-2024

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 Student Development and Engagement/Dean of Students (SDE/DOS) unit is one of four major units within the Division of Student Affairs and Success. SDE/DOS provides a range of programs, services, resources and experiences for all students with a focus on student engagement, leadership, basic needs and sense of belonging. Equity and social justice are at the core of the unit's approach to working with students and cultivating a vibrant, healthy and welcoming campus community.

SDE/DOS comprises the following departments: Basic Needs Programs, KZSC, Office of Student Conduct and Conflict Education, Quarry Amphitheater, Slug Support, and SOMeCA (Student Organizations, Student Media, Cultural Arts). Other key areas that are managed by the Dean of Students Office include bias response, student protest and demonstration support, student spiritual life and the student volunteer center. The Dean of Students Office also provides formal support to the undergraduate student government (Student Union Assembly).

The Division of Student Affairs and Success (DSAS) is a united division in service of students. DSAS consists of nearly 800 team members spanning 35 departments and 4 major units, each led by an associate vice chancellor. The division provides campus-wide coordination and leadership for student success programs, activities, and initiatives. The division also does our work through a range of resource centers dedicated to providing direct student support. The division's work is grounded in educational equity, institutional responsibility, and an unfettered commitment to supporting the whole student. The division aspires to ensure every student feels welcomed, supported, and a sense of belonging during their time on campus. The division's efforts are informed by robust and dynamic relationships with campus leadership, faculty, students, and staff from across the campus, reflecting the broad campus commitment to ensuring student success. Beyond UC Santa Cruz, the team is involved in numerous professional organizations and highly engaged in the local community.

More information can be found at: https://deanofstudents.ucsc.edu

JOB SUMMARY

Under the general direction and supervision of the Associate Vice Chancellor and Dean of Students and the Project & Policy Specialist, the Executive Assistant to the Dean of Students Office (Executive Assistant) will perform a full range of executive administrative support to the Associate Vice Chancellor, Dean of Students, and other members of the AVC/Dean of Student's leadership team. The Executive Assistant will demonstrate sound judgment in selecting methods and techniques for determining solutions and problem-solving. The Executive Assistant will independently perform a full range of responsibilities, ensuring administrative processes and office operations run smoothly and effectively in the Dean of Students office.

APPOINTMENT INFORMATION

Budgeted Salary: $73,300/Annually. 
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: 007384 (EXEC AST 3)

Travel: Never or Rarely

JOB DUTIES

50% - Executive Assistance and Administrative Operations

• Oversees the AVC/Dean of Students calendar, provides some additional support for the Associate/Assistant Deans’ calendars, and responds to other requests of the team, exercising independent judgment regarding priorities based on knowledge and context of unit activities and campus objectives.
• Schedules and supports meetings convened by the AVC/DOS or Associate/Assistant Deans of Students, as requested.
• Prepares agendas, distributes materials, and arranges logistics for regular unit meetings and events; drafts and distributes minutes; tracks items for follow-up.
• Provides support in organizing large-scale or complex events, including arranging and managing logistics, guest accommodations, travel, etc.
• Participates in the development and implementation of efficient and effective systems for managing information, projects, and communications to ensure accurate and timely responses.
• Functions as a gatekeeper, understanding the requirements of the AVC/DOS, in order to prioritize issues according to urgency and to allocate time for scheduled events, travel, and meetings.
• Responsible for intake of inquiries from faculty, staff, students, and the public on behalf of the Dean of Students Office regarding student matters, campus operations, policies, and procedures.
• Collects, maintains, and distributes Dean of Students Office contact lists, Google Calendars, and Google Documents.
• Processes CTE and ProCard reconciliations for AVC/DOS and Associate/Assistant Deans of Students.
• May support communications for the Dean of Students Office, including managing the Dean of Students website, developing and implementing social media during specific campaigns (e.g. get out the vote) and crisis situations (e.g. wildfire evacuations, COVID-19 transition), emergency phone line management, print (non social media/online) communications and marketing campaign materials stewardship.

45% - Executive Office Management

• Plans, administers, and oversees the daily operational activities of the Dean of Students Office, including front desk/lobby operations, and leveraging technologies in a hybrid work setting. Develops and implements procedures and protocols in a complex and dynamic office/campus environment.
• Oversees processes and protocols related to mail distribution, guest parking permits, copier program, storage space, scheduling, and logistics for the Hahn Conference room and student wellness rooms.
• Serves as a first point of contact for students who seek services from the Dean of Students Office or who may need wayfinding to other campus resources.
• Utilizes best practices in conflict resolution to de-escalate difficult interactions in person, over the phone, or virtually. Supports students at the front desk or over the phone who may be experiencing acute crises and refers them to the appropriate services and resources.
• Manages all aspects of emergency preparedness, including developing emergency
  response protocol for the DOS suite, leading emergency response protocols, and business continuity.
• Develops and implements procedures for supply inventory such as office supplies and office equipment, initiates IT tickets/work orders as needed, serves as the primary point of contact regarding facility vendor contracts/purchase orders, and conducts regular vendor services needs assessment.
• Develops and implements protocols for University-issued staff supplies including technology, office keys, and furniture, and assists with purchasing supplies and distribution/collection during on/offboarding of staff.
• Designs and drafts content for the Dean of Students website as needed to provide current information about operations, and edits website accordingly.
• Manages certain aspects of the onboarding and offboarding process for employees in the Dean of Students Office.
• Serves as Departmental Ergonomic Assessor (DEA) through the ErgoCruz program.
• Acts as the designated Facilities Coordinator for the Dean of Students Office. Serves as primary contact for facilities-related issues and concerns specific to the office, works collaboratively with necessary staff and campus partners to coordinate maintenance projects, office moves, and other facilities processes, and communicates unit-related facilities updates to the team.
• Collaborates with Alarm Shop and UCPD on annual assessment, testing, and assignment review of duress alarms.

5% - Ad Hoc Projects

• Performs ad hoc projects as assigned in support of the mission of the Dean of Students Office and the campus.

REQUIRED QUALIFICATIONS

• Solid analytical/problem-solving skills.
• Strong service orientation.
• Solid skills in problem identification.
• Experience in overseeing projects and solving problems with efficiency and thoroughness.
• Effective communication skills with diverse populations, including staff, faculty, alumni, donors, students, and external constituencies - both verbally and in writing.
• Skilled in active listening and interpretation.
• Thorough knowledge of common organization-specific and other computer application programs. Data, information, and computer literacy with demonstrated knowledge and experience using standard computing tools including Google Suite, project management tools (Asana), and other web-based tools and applications. Demonstrated ability to learn new emerging applications.
• Ability to use high-level discretion and maintain a high level of confidentiality and diplomacy.
• Ability to function independently and manage a professional, high-volume, deadline-driven office.
• Political acumen and sensitivities to the differing perspectives and political circumstances within all levels of the organization.
• A high level of cultural fluency, as well as interpersonal and conflict resolution skills.

SPECIAL CONDITIONS OF EMPLOYMENT

• Selected candidate will be required to pass a pre-employment criminal history background check.
• The selected candidate will be required to work all scheduled hours on-site.
• Ability to maintain appearance and conduct suitable for working in a professional setting.
• The University of California has implemented a Vaccination Policy covering all employees. Employees, including new hires, are required to comply with any applicable policies relating to the University of California vaccine program.
• Per the Child Abuse and Neglect Reporting Act (CANRA), this position has been identified as a Mandated Reporter. The selected candidate will be required to report known or suspected child abuse or neglect as defined by CANRA and will be required to sign a Statement Acknowledging Requirement to Report Child Abuse prior to commencing employment. CANRA Penal Codes, and related definitions, requirements, and responsibilities may be obtained here .

SAFETY STATEMENT

All UCSC employees must understand and follow job safety procedures, attend required health and safety training, proactively promote safety at work, and promptly report actual and potential accidents and injuries.

EEO/AA

University of California is an Equal Opportunity/Affirmative Action Employer.  All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age or protected veteran status.  

For the University of California’s Affirmative Action Policy please visit:  https://policy.ucop.edu/doc/4010393/PPSM-20

For the University of California’s Anti-Discrimination Policy, please visit: https://policy.ucop.edu/doc/1001004/Anti-Discrimination