Executive Assistant to the Dean

University of California, Berkeley (Berkeley, California)

Posted 2 months ago

Executive Assistant to the Dean (7384U) 25091

About Berkeley
At the University of California, Berkeley, we are committed to creating a community that fosters equity of experience and opportunity, and ensures that students, faculty, and staff of all backgrounds feel safe, welcome and included. Our culture of openness, freedom and belonging make it a special place for students, faculty and staff. 

The University of California, Berkeley, is one of the world’s leading institutions of higher education, distinguished by its combination of internationally recognized academic and research excellence; the transformative opportunity it provides to a large and diverse student body; its public mission and commitment to equity and social justice; and its roots in the California experience, animated by such values as innovation, questioning the status quo, and respect for the environment and nature. Since its founding in 1868, Berkeley has fueled a perpetual renaissance, generating unparalleled intellectual, economic and social value in California, the United States and the world. 

We are looking for equity-minded applicants who represent the full diversity of California and who demonstrate a sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds present in our community. When you join the team at Berkeley, you can expect to be part of an inclusive, innovative and equity-focused community that approaches higher education as a matter of social justice that requires broad collaboration among faculty, staff, students and community partners. In deciding whether to apply for a position at Berkeley, you are strongly encouraged to consider whether your values align with our https://strategicplan.berkeley.edu/guiding-values-and-principles/, our https://diversity.berkeley.edu/principles-community, and https://strategicplan.berkeley.edu/https://strategicplan.berkeley.edu 

Departmental Overview
The Graduate School of Journalism at U.C. Berkeley is widely regarded as one of the top journalism programs in the United States. The School offers a two-year Masters of Journalism degree to an enrollment of about 120 students at a time. All students spend their first semester in an intensive course that teaches accurate, responsible deadline reporting and writing. During their remaining three semesters, students may specialize in print, video, documentary, photojournalism, audio or multimedia. The school’s emphasis is on mastering a wide variety of techniques while learning the highest standards of responsible and enterprising journalism. There are 8 permanent faculty members in the School and many working journalists who serve as adjuncts and visiting lecturers. The School employs an average of 25 temporary and career staff members. 

Application Review Date

The First Review Date for this job is: October 20, 2021 


EXECUTIVE SUPPORT: Functions as the gatekeeper, understanding the requirements of the Dean, in order to prioritize issues according to urgency and to allocate time for scheduled events, travel and meetings. Maintains a comprehensive database of initiatives and assignments, to include actions delegated. Briefs Dean on deadlines and the status of pending issues. Participates in the development and implementation of efficient and effective systems for managing information, projects, and communications to ensure accurate and timely responses. Implements related business processes.

SCHEDULING & CALENDARING: Manages all meeting coordination and calendaring for the Dean. Functions as the gatekeeper, understanding the requirements of the Dean, in order to prioritize issues according to urgency, and to allocate time for scheduled events, travel and meetings. Monitors email and responds to urgent requests, occasionally on evenings and weekends.

MEETING PREPARATION: Prepares the Dean for meetings, including providing background information, talking points and briefing materials in advance. Organizes ad hoc committees appointed by the executive on a broad range of issues. Serves as the main point of contact for Dean and Dean guests, communicating efficiently with meeting participants and staff, and providing guidance and instructions to guests and participants.

COMMUNICATION: Responds to inquiries from faculty, staff, students, and the public on behalf of the executives and makes high level contacts of a sensitive nature, internally and externally, requiring discretion and diplomacy. Forwards situations and issues presented by staff, faculty, and external constituents to appropriate staff members for resolution. Prepares responses to urgent divisional requests on behalf of the executive.

ADMINISTRATIVE & ANALYTICAL SUPPORT: Provides administrative support for the Dean and school leadership on a broad range of issues, organizing agendas and background documents, preparing meeting notes, and arranging for travel and reimbursements. Utilizing electronic and online systems as appropriate, develops and implements efficient and effective systems for managing information, meetings, projects, communications, to ensure timely responses and accurate /compliant record retention. Performs research, summarizes issues, and compiles information on relevant policies and topics. Investigates issues and handles the details of a variety of matters on behalf of the Dean’s Office. 

OFFICE OPERATIONS: Oversees and ensures the daily administrative operations run smoothly for the dean’s office. including tasks such as: researching, ordering, and receiving office supplies/ equipment; ensuring travel and entertainment reimbursements occur; and securing the Dean’s approval on expenditures, as needed. 

Required Qualifications

  • Thorough knowledge of (or can quickly learn) common organization-specific and other computer application programs including calendaring and productivity software, document-management applications and best practices in efficient online office management tools.
  • Solid analytical / problem-solving skills. Demonstrated ability to analyze complex situations and propose viable solutions for leadership consideration.
  • Political acumen and sensitivities to the differing perspectives and political circumstances within all levels of the organization including the Office of the Executive Vice Chancellor and Provost and the Office of the President and external constituencies.
  • Strong service orientation in methods and strategies for interacting with a variety of constituencies in a manner that is supportive of diversity, equity and inclusion goals of the School and campus.
  • Strong skills to communicate effectively with all levels of staff, faculty, alumni / donors, students and external constituencies, both verbally and in writing.
  • Ability to handle sensitive and potentially volatile situations with discretion and diplomacy and maintain composure under pressure.
  • Ability to multi-task and independently prioritize tasks and projects within demanding, and at times unpredictable, timeframes.
  • Ability to use high-level discretion and maintain the highest level of confidentiality.
  • Solid skills in problem identification and solution-oriented approach to issues or challenges that arise.
  • Advanced organizational skills to track complex projects and issues and successfully manage multiple delegations throughout the organization.
  • Bachelor’s degree in related area and / or equivalent experience / training. 

Preferred Qualifications

  • Knowledge of federal regulations pertaining to higher education such as FERPA.
  • Familiarity with (or can quickly learn) the organization’s processes, protocols and procedures. 

Salary & Benefits
Annual salary range: $56,800 to $82,400
For information on the comprehensive benefits package offered by the University visit: here.

How to Apply
Please submit your cover letter and resume as a single attachment when applying. 

Conviction History Background
This is a designated position requiring fingerprinting and a background check due to the nature of the job responsibilities. Berkeley does hire people with conviction histories and reviews information received in the context of the job responsibilities. The University reserves the right to make employment contingent upon successful completion of the background check.

Equal Employment Opportunity 
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, sexual orientation, gender identity, national origin, disability, or protected veteran status.

For more information about your rights as an applicant see: here.

For the complete University of California nondiscrimination and affirmative action policy see: here.

Apply here

Job Features

Job CategoryAcademic