Job Requisition Number: 24934. The intellectual heart of UC Berkeley, the College of Letters & Science is the largest of the university’s 14 colleges and schools and is home to more than 80 departmental majors in five academic divisions: Arts & Humanities, Biological Sciences, Mathematical & Physical Sciences, and Social Sciences and Undergraduate Studies. The College of Letters & Science has more than half of the campus’s faculty, and over 24,000 students; 75% of Berkeley’s undergraduate students are L&S majors.
From ancient times to the present day, people around the globe have raised fundamental questions about life through the arts, literature and philosophy. In the Arts & Humanities Division (A&H), faculty and students explore the human experience across an exceptionally broad range of subjects. By studying the world’s languages and cultures, students expand their horizons and prepare themselves for an increasingly multicultural world. Through rigorous exploration of complex philosophical arguments, students move beyond their own assumptions toward a deeper understanding of human life and its complexities. And discovery in the arts helps students open their imaginations to fresh perspectives on the world. The faculty in Arts & Humanities are leaders in their fields — both as researchers, honored worldwide for their contributions to scholarship, and as teachers who challenge students to explore the deepest questions that shape their lives and our times. The Division is comprised of 19 Academic Departments and 16 associated centers and programs—offering 31 undergraduate majors. There are 243 ladder faculty in the Division—making it one of the largest and most diverse academic Divisions on campus.
The Executive Assistant (EA), reports to the Human Resources Manager, and provides senior level administrative support to the Dean of the Division of Arts & Humanities and his team, which includes comprehensive management of the Dean’s calendar, assembling background materials for meetings and events, and coordinating communications and pertinent data among the various departments, programs and other campus constituents. Provides high level analytical support for the Dean, independently investigating issues, compiling information, generating reports and briefing materials. As part of the divisional support team, performs special projects to ensure that divisional goals and objectives are met, particularly in support of the academic personnel and finance functions. Also works in partnership with the EA team to ensure the smooth operation of the L&S Deans’ Office.
The L&S Deans’ Office is seeking to hire an Executive Assistant. The successful candidate will be a detail-oriented self-starter with superior customer service and problem solving abilities; and someone who enjoys being a critical part of a team.
MANAGEMENT OF EXECUTIVES’ SCHEDULES AND MEETING COORDINATION • Manage all aspects of the Dean’s schedule--including but not limited to calendaring large and complex meetings with internal and external stakeholders, tracking meeting requests and commitments, communicating efficiently with meeting participants and support staff, and coordinating meeting logistics and facilitating travel arrangements. This includes duties in support of the Dean’s other university-related activities as a member of the UC Berkeley faculty and for service broadly to the national and international educational community. • Serve as first point of contact for the Dean and function as the gatekeeper, prioritizing issues according to urgency. Respond to routine inquiries from faculty, staff, students and the public on behalf of the Dean and forward situations/issues presented by staff, faculty, and external constituents to appropriate senior administrators as needed. • Provide planning and logistical support for meetings, retreats, and events including scheduling, participant communication and interface, maintaining distribution lists, making room reservations, arranging for catering, prepping and distributing materials, AV support, student assistant oversight, and related tasks.
EXECUTIVE SUPPORT FUNCTIONS • Manage the Dean’s to-do list, provide timely briefings, advise on priorities and deadlines and track status of pending issues. • Prepare written communications on behalf of the Dean. • Independently investigate issues and problems; gather and compile information from departments, and prepare summary reports. Provide talking points and briefing materials for the Dean for various projects. • Advises departmental staff on campus, college and division policies and procedures. • Establish and maintain strong working relationships with all levels of constituents, both internal and external to the University which requires a high level of discretion and diplomacy.
DIVISIONAL SUPPORT FUNCTIONS • Provides high level support to members of the divisional team in the areas of finance, academic personnel or other areas as directed.
OFFICE MANAGEMENT AND OPERATIONS • In partnership with the other EAs, manage the L&S Deans’ Office administrative support operations. Greet and direct visitors; order and receive office supplies/equipment and ensure that the front office and the L&S Deans’ Office is well organized and that information and supplies are readily accessible; manage conference room usage; handle travel and entertainment requests and reimbursements; maintain college and divisional email lists. Delegate appropriate tasks to student workers. • Serve as back-up to the other EAs during absences and as needed to balance workload.
SPECIAL PROJECTS • Performs and/or coordinates special projects independently, and/or as a member of a team. • Other duties as assigned by the Dean, Assistant Dean, HR Manager and/or members of the MPS Divisional team.• Excellent analytical/problem-solving skills. • Exceptional attention to detail. • Excellent oral and written communication skills to communicate effectively with all levels of staff, faculty, administrators, alumni/donors, students and external constituents. • Strong service orientation. • Ability to effectively work both independently and in collaboration with others at varying levels of the organization. • 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. • Ability to multi-task with demanding timeframes. • Ability to use a high level of discretion and maintain a high level of confidentiality. • Proficiency in Word and Excel.
Education and Training • 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.