Job Description
Unit:
Working Title:
Classification:
Supervisor:
Positions Supervised:
Graduate Division
Executive Assistant to the Dean of Graduate Studies
TBD
Lisa Sloan, Dean Graduate Division
Assistant II
Summary of Duties: Under the general direction of the Dean of Graduate Studies, the
Executive Assistant provides executive, administrative and analytical support to the Dean in a
wide variety of areas including: special projects, budgets, correspondence, maintenance of the
Dean’s calendar and problem solving for the day-to-day operations of the Dean’s Office. The
incumbent will coordinate activities on the Dean’s behalf, act as liaison to senior management
across campus, oversee administrative support to the Dean and general Dean’s office
communications, independently identify issues or problems within specific management areas
and research issues, prioritize tasks and work independently with a high degree of
confidentiality.
70% Executive Assistant to the Dean
Act as point person for all staff who support of the Dean. Coordinate workflow,
communications, processes and procedures for all work done in direct support of the Dean.
Participate in weekly staff meetings to insure that Divisional projects and issues are being
handled in a timely manner.
Exercise independent judgment to perform special assignments as requested by the Dean.
Resolve, research, assess, and refer problems, often of a sensitive or confidential nature.
Exercise independent judgment in bringing information and issues relating to the affairs of the
division to the attention of the Dean. Define problems, independently conduct research as
necessary, formulate solutions and make recommendations. Develop responses for Dean’s
signature. Independently respond to requests and inquiries from faculty, staff, and students
regarding divisional and university policies and procedures.
Provide daily and long-range assistance on a wide range of assignments both internal and
external to the division, i.e., new divisional initiatives and proposals, student grievances, press
releases, etc.
Provide analytical and administrative support to the Dean on a variety of campuswide or
divisional issues, projects and programs. Compile data, solicit and research information from a
variety of sources both on and off campus, and prepare reports as requested.
Draft correspondence on behalf of the Dean as directed.
Manage the Dean’s time. Prioritize and schedule appointments for the Dean’s calendar.
Independently determine importance of requested meetings and coordinate calendar to
accommodate the needs of the Dean. Coordinate complex schedules.
Prepare detailed briefing materials for the Dean prior to meetings. Provide pertinent facts, data
and other background information for meetings, reports, inquiries, agendas and presentations.
Develop monitoring systems and spreadsheets to report income and expenses in conjunction
with the Business Objects reports provided by CBO. Prepare, record and reconcile nonfellowship administrative and personnel related expenses for Graduate Studies.
Manage and track cost-sharing commitments. Ensure annual fiscal management of budget and
awards. Report awarded grants to facilitate funds transfer and their annual allocation.
20% Office Management
Manage the operation of the Dean’s Office. Oversee and direct workflow, independently
respond to inquiries, complaints, and concerns from callers and visitors on behalf of the Dean.
Research and resolve problems.
Manage the Dean’s Office general communications with the divisional department offices and
major administrative offices including other UC campuses, Chancellor’s Office, Campus
Provost/Executive Vice Chancellor’s Office, Divisional Dean’s Offices, other campus units and
the public. Manage pending projects and working files to ensure that goals and deadlines are
met.
Oversee the review of all incoming correspondence. Ensure correspondence is properly coded
for filing. Keep track of assignments made to others for actions to be taken on the Dean’s
behalf and insure that deadlines for responses are met. Oversee the maintenance of the
records managements system for divisional and Dean’s office administrative correspondence,
records, and reports from other campuses, Office of the President, and outside organizations.
Oversee divisional student honors and award programs (i.e., Annual Graduate Symposium,
Outstanding TA Awards).
10% Supervision
Directly supervises activities of Administrative Assistant II. Recruits, hires, trains, assigns and
monitors work. Responds to inquiries and resolves problems. Ensures proper staff career
development opportunities. Evaluates performance on an annual basis. Prepares and
recommends merit reviews, and takes disciplinary action as required.
Skills, Knowledge, and Abilities
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Strong analytical and problem-solving skills for identifying needs, conducting research and
developing innovative proposals, solutions and programs.
Excellent written communication skills for preparing correspondence, documents and
reports, utilizing correct spelling, grammar, and punctuation.
Excellent communication and interpersonal skills for effectively dealing with a broad range of
individuals at various levels within an organization. Excellent written communication skills
for preparing various documents, reports, and executive-level correspondence.
Administrative experience with abilities to set priorities, organize and coordinate on office
operation, anticipate needs, work under the pressure of deadlines and exercise good
judgment, particularly with sensitive or confidential matters.
Strong self-motivation skills for independently establishing effective working relationships
with various organizations and faculty and staff at all levels of the organization and
demonstrated ability to work as a member of a team.
Extensive, related analytical and administrative experience in an executive-level office.
Experience scheduling appointments and coordinating calendars.
Experience managing a complex budget, and knowledge of the UCSC accounting system.
Ability to supervise staff, including hiring, training, assigning and monitoring workload and
evaluating performance.
Experience with standard electronic word processing, spreadsheet, calendar and email
programs; familiarity with database programs.