Organizational Area: Academic Affairs: Academic Planning, Programs, and Coordination - California Digital Library
Location: Oakland, CA
Posting Salary: $68,000 - $75,000
Position Summary: The California Digital Library (CDL) supports the education, research, and public service mission of the University of California in partnership with the ten campus University of California Libraries system. As executive assistant to the CDL Associate Vice Provost and Executive Director ('Executive Director'), the position plays a key role in managing the daily activities of the office, performing a variety of administrative functions requiring a high degree of discretion, organization, and the ability to work independently with minimal supervision. Deals with complex and sensitive issues requiring professionalism and confidentiality. Sets priorities and exercises considerable initiative in completing a high volume of varied and complex duties. CDL is a unit within the UC Office of the President, has a staff of 75+ and is located in downtown Oakland.
CDL welcomes and encourages diversity and seeks applications and nominations from individuals from underrepresented groups. CDL seeks to recruit and retain a diverse workforce as a reflection of our commitment to serve the people of California, to maintain the excellence of the University of California, and to offer our students richly varied disciplines, perspectives, and ways of knowing and learning.
Special Conditions of Employment: Overtime
Other Special Conditions of Employment: Successful completion of a background check is required for appointment to this critical position.
Job Close Date: 1/25/2019
Duty 1: Acts as liaison and primary communications contact between the Executive Director and senior management within the UC Office of the President, campus University Librarians, leadership of nationally and internationally recognized organizations, and other related organizations.
Based on knowledge of the department's projects and activities, directly answers inquiries that are in the purview of the Executive Director's office, including forwarding issues to appropriate CDL staff members for resolution. Elicits information necessary to be effective in solving problems and determines the appropriate action to be taken in a variety of circumstances.
Utilizing independent judgment, identifies sensitive and/or confidential situations and deals with them effectively and appropriately, using diplomacy and tact. Makes high level internal and external contacts of a sensitive nature that may require discretion. Function:Communication Percent: 30
Duty 2: Oversees and ensures that daily administrative operations run smoothly for the Executive Director's office. Develops, implements, and maintains efficient systems for managing information, projects and communications to ensure accurate and timely responses.
Handles the details of a variety of matters on behalf of the Executive Director. Organizes and maintains confidential and working digital and paper files for the Executive Director, and administrative files for the larger CDL organization. Performs similar duties for the CDL Director of Collection Development & Management, the CDL Deputy Director of Operations, and/or other senior CDL managers as determined by the Executive Director.
Assists CDL Operations team with space planning and facilities management. Implements moves and relocation of space. Submits facilities related requests and coordinates departmental ergonomic evaluation program. Oversees logistics of on-boarding/off-boarding new and departing staff.
Manage administrative tasks on behalf of select UC Libraries committees, including scheduling, preparing documents for distribution, and drafting meeting minutes.
Compiles and keeps up-to-date promotional materials for visitors and staff from partner institutions.
May work with the department's Operations and Finance teams when situations arise requiring a coordinated effort to accomplish tasks, prepare for events or meet other departmental administrative workload needs.
Other duties as assigned. Function:Administrative Operations Percent: 30
Duty 3: Manages the complex meeting and travel schedules for the Executive Director, the CDL Director of Collection Development & Management, and the CDL Deputy Director of Operations, including air and ground transportation, hotel accommodation, meals and other travel related needs. Occasionally arranges travel itineraries for prospective staff or visitors to the CDL for meetings and events.
Prepares documents for reimbursement of travel and meeting expenses following University policies and using designated administrative systems.
Schedules meetings involving senior management within CDL, with other units in the Office of the President, campus University Librarians, and other visitors and related organizations, assuring that all logistics are in place. Coordinates agenda materials and compiles background materials when necessary. Initiates follow-up and communication where appropriate.
Responsible for set-up and coordination of large events and meetings, including guest lists, catering, coordination of outside participants, meeting rooms, presentation equipment, agenda preparation, and other arrangements and distribution of logistics information. Events may involve offsite locations and at times require incumbent's attendance, occasionally outside normal work hours. Function:Meeting & Travel Arrangements Percent: 30
Duty 4: Drafts and edits correspondence from electronic or hand drafts, using an advanced command of English grammar, spelling, punctuation and sentence structure in order to produce clear, concise and accurate correspondence. Independently communicates verbally and in writing with individuals and advisory groups associated with the CDL such as University Librarians.
Produces reports, charts, graphs, presentations and other documents for the Executive Director. Production includes editing, formatting, distributing documents for comments, revising documents and final document distribution.
Occasional attendance at meetings, events, or conferences to assist Executive Director with note taking. Function:Correspondence, Reports and Presentations Percent: 10
Job Requirements Bachelor's degree in related area and/or equivalent experience/training.
Minimum three years' experience in an executive assistant role performing a range of administrative functions including complex calendar management, meeting and travel arrangements, and document production.
Excellent interpersonal skills and diplomacy to effectively work and confer with individuals at all levels, both inside and outside CDL, on a regular and sometimes confidential basis. Ability to use high-level discretion and maintain confidentiality.
Strong written and editorial skills to compose, edit and proofread draft correspondence and reports that are grammatically correct and follow appropriate business guidelines, formats and protocols.
Excellent organizational skills to prioritize and manage workload and to complete multiple projects in an accurate and timely manner. Ability to track and organize files and supporting materials for meetings and other communication. Meticulous attention to detail as demonstrated by regularly verifying work to ensure accuracy.
Political acumen and sensitivities to the differing perspectives and political circumstances within all levels of the organization as well as the Office of the President and external constituencies.
Strong service orientation, including the ability to create an environment of trust and collaboration, to proactively anticipate service needs, and to promote teamwork within the broader organization.
Ability to utilize critical thinking skills to analyze issues, identify problems, and resolve conflicts.
Excellent computer skills and proficiency with Microsoft Office suite (MS Word, PowerPoint, Excel, Outlook, Visio) and Adobe Acrobat; demonstrated ability to learn new software and administrative systems as needed. Required
Familiarity with the organization's processes, protocols and procedures. Preferred
About us The University of California, one of the largest and most acclaimed institutions of higher learning in the world, is dedicated to excellence in teaching, research and public service. The University of California Office of the President is the corporate headquarters to the ten campuses, five medical centers and three Department of Energy National Labs and enrolls premier students from California, the nation and the world.
The 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, national origin, disability, age or protected veteran status.
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About University of California Office of the President
The Office of the President is the systemwide headquarters of the University of California, managing its fiscal and business operations and supporting the academic and research missions across its campuses, labs and medical centers.