Executive Assistant

% 

of time

Key Responsibilities

(To be completed by Supervisor)

Directs the daily administrative operations for the executive's office.

Executive Administrative Support of the Vice Chancellor (VC)

Ensures strong support and effectively represent her and the department with professionalism, confidentiality and the highest level of judgment.

• Navigate confidentiality required for increased Attorney Client Privileged conversations of this executive with others across campus and health system. 
• Under general direction and using independent judgment must maintain, coordinate and update calendar and schedule of the Vice Chancellor 
• Work with the senior level support staff to other VC, Deans, and Chancellor offices to organize meetings, schedule reviews, attorney client privileged conversations, etc.
• Serve as initial point of contact for the Vice Chancellor of the Office of Opportunity and Outreach, using independent judgment must troubleshoot calls and is required to field to the appropriate unit and/or stakeholder. 
• Assure accountability with Senior Management Group (SMG) related rules and timelines and completion of all required forms by designated deadlines including: 
  • AREC – Annual Report on Executive Compensation (Completes form with Vice Chancellor’s review and approval)
  • Anticipated Outside Professional Activities (OPA)
• Under general direction, schedule high level meetings including those involving the Chancellor and other key leaders, screen requests for appointments, obtain background materials in advance of all meetings and prep the vice chancellor, as needed and as permitted by Attorney Client Privileged (ACP) Information.
• Monitor long-term activities and commitments and make scheduling decisions often-times requiring assessment of meeting priorities.

• Serve as key point of contact for the VC and department inquiries with the

  UC Office of the President, Chancellor's Office, Deans' offices, Vice Chancellors, the Health System, Legal Affairs and reporting units, faculty, staff and students, campus and health community in general, professional colleagues and members of the public

  Arrange and process all VC travel in an efficient and timely manner and following regulations for university covered travel and commitments funded by other sources

Maintains a comprehensive database of initiatives and assignments, to include actions delegated to other offices.

Executive-level Support to Assistant Vice Chancellor, Chief of Staff/AVCs as directed:

•   Ensure strong and effective support of the AVCs and effectively represent them and the   Office of Opportunity & Outreach with professionalism and the highest level of judgment.
• Using independent judgment, maintain, coordinate and update calendar and schedule of the assistant vice chancellor/Chief of Staff. Coordinate other calendars as assigned.
• Using advanced skills, preparing PowerPoint presentations and ad hoc reports for the assistant vice chancellor as needed
• Arrange and process travel requests in an efficient and timely matter.

Briefs executive in a timely fashion, with regard to priorities and deadlines, on the status of pending issues.

Provides background information – inclusive of relevant documents, including Attorney Client Privileged materials as permitted, to each of the meetings scheduled in the VC’s calendar to ensure that the executive is well prepared and can raise any issues or concerns with sufficient time. 

Provides administrative support to ad hoc committees appointed by the executive on a broad range of issues as requested or assigned.

In alignment with UC’s priorities, the EA works alongside other members of O&O’s Operations team to support and ensure the prompt scheduling of meetings, presentations and convenings of ad hoc committees that are formed to be part of the university’s response to federal and state regulations as well as new UCSF requirements,

Events Support

Deliver excellent customer service, while supporting the planning and successful delivery of programs and events for the campus community.

Under the general direction of the VC and AVC, Chief of Staff, and working in partnership with the Events and Communications Director, for related events that bring together the campus community across multiple campus sites such as: Diversity Month Celebrations (HEAR Symposium, Principle of Community Awards, and the Chancellor's Leadership Panel on Diversity. 

Event Support includes:

• Prepare attendee RSVP list for check-in
• Meet and greet and check in guests
• Reserve conference room, set up tables and chairs, equipment, and request custodian services.
• Space set up, special equipment, and coordinate custodian services.

Provide support for special projects as requested/assigned

Handles the details of complex and highly sensitive matters on behalf of the executive.

Coordinates a variety of sensitive meetings related to employees’ performance ranging from annual reviews to discussions with Labor and Employee Relations (LER) related to terminations. 

 100%