Assistant to the Vice Chancellor

Payroll Title:Payroll Title: ADMIN OFCR 2

Working Title: Assistant to the Vice Chancellor

UC Job Code: 7376

Job Open Date: 9/4/2024

Application Review Begins: 9/19/2024

Department Code: VCAD

Percentage of time: 100%

Union Code: 99 - Non-Represented

FLSA Status: Non-Exempt

Grade 19

Salary Range/Rate: The budgeted salary or hourly range that the University reasonably expects to pay for this position is $28.07 - 38.17/hr. The full salary range for this position is $28.07/hr. - $48.28/hr. 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.

Work Location: Office of Vice Chancellor for Administrative Services, Cheadle Hall Room 4129

Working Days/Hours: Monday - Friday, 8:00 am - 5:00 pm

Type of Remote or Hybrid Work Arrangement: Hybrid (Both UC & Non-UC locations)

Benefits Eligibility: Full Benefits

Special Instructions: Please include a resume and a cover letter as part of your application.

Department Marketing Statement:

The Division of Administrative Services provides the systems and services that create a position environment in support of the University's mission of teaching, researching, and public service. The division gives leadership and vision to ensure effective operation of 16 administrative departments and their units.

Benefits of Belonging

Working at UC means being part of this vibrant institution that shines a light on what is possible. People make UC great, and UC recognizes your contributions by making this a great place to work. Excellent retirement and health are just one of the rewards. Learn more about the benefits of working at UC and why You Belong at UC.

Brief Summary of Job Duties:

Under general supervision, the Assistant to the Vice Chancellor will be responsible for conducting thorough research and analysis on high-level reports and data. This role requires applying organizational policies and procedures to address a variety of administrative issues, including budget management and event planning. The ideal candidate will use professional judgment to interpret background materials and recommend appropriate actions based on comprehensive analysis.

In this position, the Assistant will serve as a primary contact for sensitive and confidential matters, engaging with a diverse range of stakeholders including the Chancellor, senior officers, faculty, staff, and external agencies. Responsibilities include managing the Vice Chancellor's calendar, coordinating high-profile meetings and events, and handling travel and entertainment arrangements. Ensuring the timely and accurate processing of confidential correspondence and financial transactions will also be key.

Maintaining an up-to-date understanding of division, campus, and community issues and their interconnectedness will be essential. The ideal candidate will demonstrate the ability to prioritize tasks, coordinate projects, and meet deadlines while maintaining high standards of accuracy. Collaboration with various departments and leadership teams to achieve project goals will be a significant aspect of the role.

In addition to these core responsibilities, the Assistant will handle special tasks, including providing direct support to the Vice Chancellor in the absence of the Executive Assistant. This involves managing office operations and stepping into the role of conveying sensitive or confidential information with tact and discretion. Participation in campus crisis management and emergency response as part of the office's emergency team may also be required.

Required Qualifications:

Proficient in communication and interpersonal skills to communicate effectively with diverse groups at all levels, both verbally and in writing.

Ability to work independently and be flexible while performing a wide range of tasks concurrently and effectively.

Strong organization and planning skills and the ability to multitask and prioritize with demanding deadlines.

Proficient in Microsoft Office Suite, Espresso Suite, Gateway, database systems, email and calendaring software.

Preferred Qualifications:

Ability to interpret local and system-wide policies and procedures.

Exceptional skills in customer service including working with a variety of constituents.

Ability to use sound judgment and discretion in responding to issues and concerns and maintain confidentiality.

Special Conditions of Employment:

• Satisfactory criminal history background check
• UCSB is a Tobacco-Free environment

Job Functions/Percentage of Time/Duties:

Analytical Support - 45 percent

Provides key analytical support to the Vice Chancellor and staff within the Office of the Vice Chancellor. Researches, analyses and organizes data derived from a variety of internal and external high-level reports. Uses professional concepts to apply organization policies and procedures to oversee a variety of ongoing administrative operational issues within the Office of the Vice Chancellor. Possesses knowledge of budget management, event planning and coordination, University policies and procedures, and public relations. Researches and interprets background material including policies, procedures and historical data, and analyzes content using professional judgment to determine or recommend appropriate course of action. Consistently employs independent problem solving and well-informed judgment in assessing and responding to questions, concerns, and needs of faculty, staff, students, parents, and community members.

Administrative Support - 45 percent

Serves as a high-level contact for issues of a sensitive nature with both internal and external individuals, requiring a high level of discretion and diplomacy. Must be up-to-date with a wide variety of division, campus and community issues and activities, and understand their connectivity, confidentiality, sensitivity and priority. Interacts with diverse clientele including the Chancellor, Senior Officers, administrators, faculty, staff and students as well as the Office of the President, system wide administrators and outside agencies. Works on multiple projects simultaneously, meeting deadlines while maintaining a high level of accuracy. Set priorities, coordinate and meet deadlines for projects, and information responses. Oversee timely receipt and distribution of confidential and sensitive correspondence, reports, and responses to inquiries. Collaborate with VCAD departments and leadership to meet project goals and objectives. Exercising independent judgment and using knowledge of issues and activities, has sole responsibility of maintaining on-line calendars for Vice Chancellor and office staff involving a high degree of independence in screening appointments and establishing priorities. Arranges high-level meetings and conference calls with UCOP, Chancellor, senior officers, faculty, administrators and staff, students and members of the community and local governments. Provides Vice Chancellor and staff with appropriate agendas, drafts correspondence, and screen appointments and telephone calls according to relevance and urgency for the Vice Chancellor and the office staff. Independently monitors all travel and entertainment activity for the Vice Chancellor, office of the Vice Chancellor, Human Resources and Staff Assembly including arranging and reviewing travel and processing travel vouchers. Maintain ongoing review and analysis of financial status and objectives, improving the activity of travel, entertainment, memberships and commitment, reviewing invoices for accuracy, reviewing travel and entertainment. Direct liaison with caterers, travel agencies, hotel personnel, and other vendors. Prepares, processes and monitors all related vouchers and invoices. Comprehensive knowledge/application of all aspects of applicable University policies and procedures is essential. Ensures for accuracy by determining correct funding source and compliance with applicable University Policy. Resolves problems and recommends approval to the Vice Chancellor and Executive Assistant. Serves as a primary resource to all departments associated with Administrative Services and all campus community members (students, staff, faculty, parents, and visitors). Must be professional and knowledgeable at all times. Responsible for the Vice Chancellor's conference room exercising judgment in assuring it is available for the Vice Chancellor and office staff while making it as available as possible for others to utilize. Assists with setting up conference calls and ZOOM interviews. Divisional coordinator for committees reporting to the Vice Chancellor. Communicates with the Academic Senate, CSAC, GSA, and AS with regards to committee nominations. Coordinates and prepares appointment letters for the Vice Chancellor. Generates and updates confidential emergency contact information card for the Senior Officers, Chancellor and other selected administrators and faculty.

Special Tasks - 10 percent

In the absence of the Executive Assistant to the Vice Chancellor, provides direct support to the Vice Chancellor and assumes overall responsibility for the VCAD administrative office and all activities therein. As necessary, acts on behalf of the Executive Assistant as a conveyor of information regarding sensitive, political, or confidential information with tact and discretion. Must be able to step into this role without hesitation and with minimal impact on office operation and the Vice Chancellor. Perform special duties and management assignments as designated by the Executive Assistant and/or the Vice Chancellor. Expected to be on duty during any campus crisis and must be able to function as part of the office emergency team.

UC Vaccination Programs Policy

As a condition of employment, you will be required to comply with the University of California Policy on Vaccination Programs.

As a condition of Physical Presence at a Location or in a University Program, all Covered Individuals* must participate in any applicable Vaccination Program by providing proof that they are Up-to-Date with any required Vaccines or submitting a request for Exception in a Mandate Program or properly declining vaccination in an Opt-Out Program no later than the Compliance Date (Capitalized terms in this paragraph are defined in the policy.). Federal, state, or local public health directives may impose additional requirements.

For more information:

UC Santa Barbara COVID-19 Information

University of California Policy on Vaccinations

* Covered Individuals: A Covered Individual includes anyone designated as Personnel or Students under this Policy who physically access a University Facility or Program in connection with their employment, appointment, or education/training. A person accessing a Healthcare Location as a patient, or an art, athletics, entertainment, or other publicly accessible venue at a Location as a member of the public, is not a Covered Individual.

Equal Opportunity/Affirmative Action Statement

UC Santa Barbara 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 more information:

University of California's Affirmative Action Policy

University of California's Anti-Discrimination Policy

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