Job Details

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.

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.

To Apply:

Applicants must apply at jobs.ucsc.edu

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