Job Requisition Number: 25502. The College of Engineering at UC Berkeley is recognized for its educational and research excellence, consistently ranking among the top three engineering colleges in the United States. With more than 220 regular faculty members, 2,100 graduate students and 3,200 undergraduate students located in seven academic departments, Engineering is the second largest college on the Berkeley campus. A multi-unit Dean’s Office provides administrative, student services, development and capital projects services. CoE occupies 12 buildings on the Berkeley campus and has extensive facilities at the Richmond Field Station.
The Executive Assistant 3 (EA3) provides administrative support to the Executive Associate Dean and other associate deans. The EA3 partners with the Executive Assistant to the Dean to maintain smooth, efficient front-office operations. In this role, the Executive Assistant 3 must be able to cover for the Dean’s Executive Assistant, providing the highest level of executive support and administrative analysis on a broad range of issues. The position is part of a 3-person office team, with the third position providing office management and meeting support.
This position involves providing administrative oversight for an executive, including the coordination of communications and pertinent data among a group of the executive's subordinate management staff. The Executive Assistant performs and/or oversees special projects or assignments that are sensitive or complex in nature, requiring a high level of independence and initiative in execution and implementation. S/he handles details and oversees work of a highly confidential and critical nature to support the executive on matters of significance.
50% Front Office Management and Executive Support:
Ensures that daily administrative operations run smoothly for the Dean’s front office. Participates in developing and implementing effective systems for managing information, projects, and communications to ensure accurate and timely responses. •Serves as primary scheduler and correspondence secretary for the executive associate dean and assists 5 associate deans as needed. •Serves as secondary scheduler and correspondence secretary for the dean, scheduling meetings and screening incoming mail, with primary responsibility in the absence of the Exec. Asst. 3 – Supervisor (EA3-S). •Front-line problem-solving. Triages situations and forwards issues presented by staff, faculty, and external constituents (example students, parents, alumni, media representatives, vendors, legislators) to appropriate staff members for resolution. Functions as gatekeeper, ensuring that only those issues that warrant attention are brought forward. •Provides front-line customer service to Dean’s Office visitors. As back-up to receptionist and office leader when EA3-S is not present, directly responds to a wide range of inquiries from all sources, i.e. walk-ins, internet, phone, etc. •Prepares presentations on behalf of the dean and executive associate dean, including researching and drafting content. •Investigates issues and problems; drafts and prepare responses to urgent requests. •Researches, compiles and summarizes issues, policies and topics; provides background information, talking points, and briefing materials for the dean’s meetings on campus and while traveling. •Prepares confidential reports for senior staff, system-wide, and other officials. •Maintains up to date desk manual for all assigned duties, reviewing and adding sections as needed. Performs other duties as assigned.
25% Travel Arrangement:
Responsible for all associate deans’ travel, including complex international itineraries, meeting materials, payments and reservations. Handles travel-related and other reimbursements as needed.
25% Program, Meeting and Event Coordination:
Implements basic and moderately complex programs, meetings and events designed to inform internal and external constituencies of College of Engineering programs, policies, and practices. Constituencies include the faculty, general public, prospective students, parents, donors, campus visitors, government and community representatives. Provide logistical support including scheduling, maintaining distribution lists, making room reservations, arranging for catering, prepping and distributing materials, AV/media support and related tasks.•Political acumen and sensitivities to the differing perspectives and political circumstances within all levels of the Campus as well as the Office of the President and external constituencies. •Familiarity with campus processes, protocols and procedures. Knowledge of federal regulations such as FERPA. •Strong service orientation. •Strong skills to communicate effectively with all levels of staff, faculty, alumni/donors, students and external constituencies; both verbally and in writing. •Ability to use high-level discretion and maintain a high level of confidentiality. •Strong skills in analyses and complex problem-solving. •Ability to multi-task with demanding timeframes. •Bachelors degree in related area and/or equivalent experience/training.
The University of California was chartered in 1868 and its flagship campus - envisioned as a "City of Learning" - was established at Berkeley, on San Francisco Bay. Today the world's premier public university and a wellspring of innovation, UC Berkeley occupies a 1,232 acre campus with a sylvan 178-acre central core. From this home its academic community makes key contributions to the economic and social well-being of the Bay Area, California, and the nation.