University of California, Santa Cruz is hiring: Executive Assistant in Californi

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Job Summary

Under the general supervision of the Divisional Chief of Staff, the Executive Assistant provides professional, confidential, and high-level administrative support to the Dean of the Division of Physical and Biological Sciences. The position manages the complex and dynamic day‑to‑day operations of the Dean’s Office, including meticulous calendar and schedule management, meeting coordination, and communication with a wide range of internal and external stakeholders. The Executive Assistant independently identifies issues or problems within key administrative functions, researches solutions, prioritizes tasks and works autonomously with a high degree of confidentiality and discretion among departments, faculty, staff, and campus partners. This position manages divisional events, drafts and edits correspondence, tracks divisional initiatives, and ensures effective communication and follow‑through across the division. The incumbent exercises sound judgment, initiative, and discretion in balancing multiple high‑priority demands in a fast‑paced academic environment while maintaining professionalism, confidentiality, and exceptional attention to detail.

Appointment Information

Budgeted Salary: $80,482.38 – $88,864.61 per year. Salary commensurate with skills, qualifications and experience.

Benefits Level Eligibility: Full benefits.

Schedule Information

• Full‑time, Fixed


• Percentage of Time: 100%, 40 hours per week


• Days of the Week: Monday‑Friday, with occasional evenings or weekends


• Shift Includes: Days, evenings, weekends

Employee Classification: Career appointment

Job End Date: None

Work Location: UC Santa Cruz Main Campus

Union Representation: CX Union

Job Code Classification: 004702 (EXEC AST 3 CX)

Travel: Never or Rarely

Job Duties

45% – Executive, Calendar, and Administrative Support

• Manage and optimize the Dean’s complex calendar, ensuring accurate scheduling of meetings, travel time, on‑ and off‑campus appointments, and dedicated work blocks. Anticipate conflicts, proactively resolve issues, and communicate changes promptly to all stakeholders.


• Provide executive‑level administrative support to the Assistant and Associate Deans, including calendar management, meeting scheduling, drafting correspondence, sending official communications via email, and providing meeting and event coordination support as needed.


• Coordinate workflow, communications, and procedures for all work done in direct support of the Dean, often of a sensitive or confidential nature.


• Exercise strong situational awareness and anticipatory thinking to manage competing priorities and ensure the Dean’s time is used strategically.


• Track and monitor delegated assignments, ensuring timely completion of actions and thorough follow‑through.


• Draft, edit, and proofread correspondence, reports, and presentations on behalf of the Dean and divisional leadership.


• Screen, prioritize, and respond to inquiries, escalating as appropriate with professionalism and discretion.


• Maintain well‑organized electronic and paper records, ensuring the confidentiality of sensitive personnel, financial, or institutional information.

25% – Meeting, Event, and Award Coordination

• Coordinate divisional leadership, department chair, and campus partner meetings: prepare and send agendas, collect background materials, distribute supporting documents, and track action items to completion.


• Plan and support divisional events such as faculty and student award ceremonies, receptions, and open houses.


• Oversee logistics for meetings, conferences, and reviews, including scheduling, room reservations, hybrid or remote participation modalities, catering, travel, and reimbursements.


• Manage divisional award and recognition processes, including communication with committees, honorees, and campus or divisional partners, and preparing related documentation.

15% – Project Support and Coordination

• Provide coordination and administrative support for divisional projects, reports, and planning initiatives.


• Collect, organize, and summarize information for divisional communications, presentations, or data requests.


• Track tasks and deadlines for high‑priority initiatives, maintaining reliable and proactive follow‑through with all stakeholders.


• Monitor office budgets, purchasing, and reimbursements in coordination with divisional staff.


• Recommend process improvements to enhance efficiency, accuracy, and consistency of office operations.


• Assist with logistics and documentation for department reviews, external visits, or divisional initiatives as assigned.

10% – Communication and Liaison

• Serve as a primary point of contact for the Dean’s Office, fostering positive and professional interactions with faculty, staff, students, administrative offices, and external partners.


• Communicate clearly and diplomatically on behalf of the Dean and division, ensuring timely and accurate flow of information.


• Support divisional communications such as newsletters, announcements, and website updates.


• Uphold a high standard of written and verbal professionalism, ensuring all materials are clear, concise, polished, and error‑free.


• Provide courteous and responsive customer service in all interactions.

5% – General Office Operations

• Maintain supplies, equipment, and office functionality for the Dean’s suite.


• Coordinate with facilities and IT staff for maintenance or technical needs.


• Ensure the physical security and confidentiality of the Dean’s Office and suite, including access control, key management, and proper handling of sensitive materials.


• Provide direction to student assistants or temporary staff supporting the Dean’s Office.

Required Qualifications

• Bachelor’s degree in a related area and/or equivalent experience or training.


• Exceptional organizational and time‑management skills, with demonstrated ability to manage complex calendars and competing priorities.


• Proven reliability, responsiveness, and punctuality.


• High attention to detail, accuracy, and consistency in all aspects of work.


• Ability to set priorities effectively, organize and coordinate an office operation, multitask, and anticipate needs.


• Ability to follow detailed instructions when appropriate and to exercise sound independent judgment when required.


• Excellent written and verbal communication skills, including active listening, diplomacy, and the ability to write, edit, and proofread with clarity and precision.


• Strong interpersonal skills and political acumen to navigate sensitive situations and interact effectively with diverse populations.


• Discretion and sound judgment when handling confidential or sensitive information.


• Ability to anticipate needs, think strategically, and align day‑to‑day actions with divisional priorities.


• Proficiency with Google Workspace, Microsoft Office Suite, and shared‑drive systems.


• Demonstrated commitment to professional, respectful, and inclusive service.


• Ability to work effectively both independently and as part of a collaborative team.

Preferred Qualifications

• Knowledge of UC Santa Cruz or higher‑education administrative structures and processes.


• Experience supporting a dean, chair, or senior administrator in a higher‑education setting.


• Demonstrated success managing a high‑volume executive calendar and coordinating events or meetings with multiple stakeholders.


• Event planning or project coordination experience.

SPECIAL CONDITIONS OF EMPLOYMENT

• Selected candidate will be required to pass a pre‑employment criminal history background check.


• Selected candidate must pass the employment misconduct disclosure process.


• Ability to work long periods of time at a computer with or without accommodation.


• Ability to ascend/descend ladders with or without accommodation.


• Ability to safely perform the physical requirements necessary to move light to moderate objects up to 60 lbs., with or without accommodation.


• The selected candidate will be required to work primarily on campus, with periods of remote work possible based on operational needs. If a hybrid work schedule is confirmed, the selected candidate must be able to work successfully from a home/remote office and be able to fulfill the requirements of the UCSC telecommuting agreement.


• Ability to work occasional evenings and weekends as directed.


• Ability to occasionally work overtime with little or no advance notice.


• Ability to respond to emergencies after hours as necessary.


• Ability to work overtime including evenings, nights, weekends and holidays to meet operational needs, and work an alternate work schedule shift as required.


• Ability to maintain appearance and conduct suitable for working in a professional setting.


• Selected candidate will be required to complete training within established time frames as directed including UC compliance training.


• The University of California has implemented a Vaccination Policy covering all employees. Employees, including new hires, are required to comply with any applicable policies relating to the University of California vaccine program.


• Per the Child Abuse and Neglect Reporting Act (CANRA), this position has been identified as a Mandated Reporter. The selected candidate will be required to report known or suspected child abuse or neglect as defined by CANRA and will be required to sign a Statement Acknowledging Requirement to Report Child Abuse prior to commencing employment. CANRA Penal Codes, and related definitions, requirements, and responsibilities may be obtained here.

MISCONDUCT DISCLOSURE REQUIREMENT

As a condition of employment, the final candidate who accepts a conditional offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; received notice of any allegations or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer.

"Misconduct" means any violation of the policies or laws governing conduct at the applicant's previous place of employment, including, but not limited to, violations of policies or laws prohibiting sexual harassment, sexual assault, or other forms of harassment, discrimination, dishonesty, or unethical conduct, as defined by the employer. For reference, below are UC's policies addressing some forms of misconduct:

• UC Sexual Violence and Sexual Harassment Policy


• UC Anti-Discrimination Policy


• Abusive Conduct in the Workplace

SAFETY STATEMENT

All UCSC employees must understand and follow job safety procedures, attend required health and safety training, proactively promote safety at work, and promptly report actual and potential accidents and injuries.

NOTICE OF AVAILABILITY

In compliance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (the Clery Act), the Annual Security and Fire Safety Report (ASFSR) is available at: https://chancellor.ucsc.edu/annual-security-reports/.

This report is published by October 1st of each year and includes current institutional policies and procedures concerning campus safety and security; fire safety and evacuation policies; sexual misconduct and relationship violence reporting and response protocols; and crime and fire statistics for the three previous calendar years. A paper copy of the ASFSR is available upon request by contacting the UCSC Police Department at 114 Carriage House Rd., Santa Cruz, CA 95064, or by calling 831‑459‑2231 Ext. 1.

EEO/AA

The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status or other protected categories covered by the UC Anti‑Discrimination Policy.

It is the policy of the University of California to undertake affirmative action and anti‑discrimination efforts, consistent with its obligations as a Federal and State contractor.

Seniority level

Mid‑Senior level

Employment type

Full‑time

Job function

Administrative

Industries

Higher Education