Executive Assistant to the Office of Campus Counsel

Profile

Position Information

Job Number 1808020
Recruitment Type Open
Job Title Executive Assistant to the Office of Campus Counsel
Division Chancellor, Office of the [300]
Department Campus Counsel
Hiring Unit Campus Counsel
Job Open Date 06-06-2018
Position is open until filled; initial review of application materials will begin on: 06-27-2018
Appointment Type Career [2]
Start Date Immediate Opening
End Date None
Shift Differential No
Furlough No
Furlough time period
Schedule Full time
Days per week 5
Average hours per day 8
Percent of Time 100%
Fixed or Variable? Fixed
Average hours per week 40
Days of the week Mon-Fri
Shift Days
Additional Comments
Salary Information Starting Salary Range: $3,466.67-$6,041.67/monthly. Salary commensurate with qualifications and experience.
Benefits Eligibility This position is eligible for Full benefits.
Classification Executive Assistant 3 [7384]
Personnel Program Professional Support Staff (PSS)
Salary Grade 20
EEO/Affirmative Action Statement 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, age, or protected veteran status. UC Santa Cruz is committed to excellence through diversity and strives to establish a climate that welcomes, celebrates, and promotes respect for the contributions of all students and employees.
Summary Statement The Executive Assistant (EA) provides direct administrative and executive assistance support to the Chief Campus Counsel and Associate Campus Counsel, and provides high level administrative support for the Paralegal/Office Manager, which involves complex, detailed and confidential, privileged matters. In support of Office of Campus Counsel staff, the EA will use independent judgment to execute tasks and make decisions or commitments within appropriate bounds and applicable guidelines/timelines. The EA will apply advanced level computer and communications skills and use sound judgment and initiative to effectively anticipate the needs of the office staff and will provide creative solutions to difficult problems as applicable to the position. The EA deals with complex and sensitive issues requiring a strong ability to maintain confidentiality and privilege, exercise judgment and diplomacy, apply knowledge and understanding of the University and the UC-affiliated entities. The EA shall work independently with minimal supervision. The position works under the direction and supervision of the Campus Counsel Paralegal/Office Manager.

The Office of Campus Counsel delivers ethical, timely, efficient, and high quality legal services to the University of California at Santa Cruz, as well as campus entities located in and around Santa Cruz. Its services include: drafting and negotiating agreements; providing advice, counsel, and interpretation of laws, regulations and policies; and assisting with development of effective compliance and risk mitigation strategies to facilitate the University's complex operations.

Under general direction, works on operational and/or procedural assignments that require the exercise of considerable discretion and independent judgment. Tasks involve the handling of confidential information. The EA understands implications of work and makes recommendations for solutions and determines methods and procedures on new assignments.

Responsibilities include managing complex calendars and scheduling meetings, making travel arrangements and processing travel reimbursements; researching information for decisions and reports; designing and developing presentation materials; executing effective information and matter management; reviewing and directing incoming correspondence and related materials; and preparing, editing and proofreading letters, documents and presentations; managing office supplies. Will provide backup support to the Chancellor's Office as needed; special projects as assigned; and other duties as assigned. The EA provides information to or requests information from a broad range of UC entities' staff and managers to obtain information for Campus Counsel as requested.
Qualifications / Competencies Political acumen and sensitivities to the diverse perspectives and political circumstances within all levels of the organization as well as the Office of the President and external constituencies.

Ability to use high-level discretion and maintain a high level of confidentiality and privilege.

Solid analytical / problem-solving skills.

Strong service orientation.

Strong skills to communicate effectively with diverse staff, faculty, alumni / donors, students and external constituencies, both verbally and in writing.

Ability to multi-task and maintain professional composure with demanding workload and timeframes.

Thorough knowledge of common organization-specific and other computer application programs.
Preferred Qualifications / Competencies B.A. or equivalent degree, and/or substantial experience at the professional level in a research-oriented higher education setting or comparable institution.

Familiarity with UC Santa Cruz and UC organization, procedures, and resources, including business practices, policies and procedures related to travel, entertainment, purchasing, etc.

Familiarity or knowledge with sunshine laws and regulations (e.g., Freedom of Information Act, California Public Records Act) and data privacy laws and regulations (e.g., California Information Practices Act and the Family Educational Rights and Privacy Act).
Special Conditions of Employment Selected candidate will be required to pass a criminal history background check.

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: ****
Critical position requiring background check(s)? Yes
Background check(s) required Criminal History Review
If you selected "license, certificate or degree" above, specify the type here:
Does this position require an E-Verify check?

(Note: Certain positions funded by federal contracts or sub-contracts require the selected candidate to pass an E-Verify check which confirms the individual's eligibility to work in the U.S.) No, this position does not require an E-Verify Check.
Will the employee be required to participate in the DMV Pull Notice program? No
For More Information See: lex.ucsc.edu
Supplemental documents (in addition to application) applicants will be allowed to attach Resume
Cover Letter
Optional Doc #1
Optional Doc #2
Optional Doc #3
Quicklink to Posting
(Add https:// to the front of this text to create a functioning web link) jobs.ucsc.edu/applicants/Central?quickFind=70809
Job Duties
6 Records
% of Time Title Duties
40
Maintains the highly complex and confidential calendars for the Chief Campus Counsel and Associate Campus Counsel; independently and proactively determines the importance and priority of scheduled events, requested meetings and coordinates the calendar accordingly. Briefs executives on deadlines and the status of pending issues. Makes high level contacts of a sensitive nature, internally and externally requiring discretion and diplomacy. These duties require a high level of initiative and self-starting. Beyond merely performing work that is specifically assigned, the EA must proactively anticipate the needs of Campus Counsel staff and provide support accordingly, under direction and supervision of the Paralegal/Office Manager.
20
Assists the Paralegal/Office Manager with legal research tasks; compiles necessary back-up and detailed briefing materials to support the Office of Campus Counsel, including pertinent facts, data, documents, and other background information as necessary for meetings, reports, inquiries, agendas and presentations. Investigates issues and problems; drafts and prepares responses to urgent requests.
20
Organizes, updates and manages flow and storage of sensitive and confidential paper and electronic information and materials within the office, including incoming and outgoing mail, correspondence, files, legal documents and control of administrative and legal records and ensures easy retrieval of documents and information. Contributes to development and improvement of data management strategies and systems.
10
Process all incoming requests for payment to the Office of Campus Counsel, and ensures that expenditures are accurate and in compliance with established contracts, agreements and University policy. Compiles all necessary documentation, prepares requests for payment, secures appropriate signature approvals, and forwards in a timely manner to Accounting Office for processing and payment.
5
Plans travel and meeting arrangements for the Campus Counsel staff, with rigorous attention to detail. Anticipates travel needs of the Campus Counsel staff and conducts appropriate follow through before, during and after travel.
5
Undertakes special projects as appropriate: requires the ability to translate and simplify detailed data and analysis. Special projects may be broad in scope and may affect various units throughout the campus. These projects may involve working alone or coordinating efforts with a team or with other interested parties.


Safety Duties
Safety Duties All UCSC employees must know 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.

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