Executive Assistant to the Deans

Position Number: 40034886

Payroll Title: Executive Assistant 3

Job Code: 007384

Job Open Date: 2/19/25

Application Review Begins: 3/6/25; open until filled

Department Code (Name): GRAD (DEAN OF THE GRADUATE DIVISION)

Percentage of Time: 100%

Union Code (Name): 99 (Non-Represented)

Employee Class (Appointment Type): Staff (Career)

FLSA Status: Exempt

Classified Indicator Description (Personnel Program): PSS

Salary Grade: Grade 20

Pay Rate/Range: The budgeted salary range that the University reasonably expects to pay for this position is $64,000 to $73,500/year. Salary offers are determined based on final candidate qualifications and experience; the budget for the position; and the application of fair, equitable, and consistent pay practices at the University. The full salary range for this position is $63,800 to $111,600/year.

Work Location: Cheadle Hall - 3117

Working Days and Hours: Monday-Friday, 8am-5pm

Benefits Eligibility: Full Benefits

Type of Remote or Hybrid Work Arrangement, if applicable: Hybrid (Both UC & Non-UC locations)

Special Instructions:

For full consideration, please include a resume and a cover letter as part of your application.

Department Marketing Statement:

The Graduate Division promotes excellence in graduate education and ensures our graduate students are successful and prepared for careers across the professional spectrum. Stellar graduate students attract world-class faculty, serve as mentors and teachers for undergraduates, conduct cutting-edge research, and go on to leadership positions in California, the United States, and the world.

Benefits of Belonging:

Working at UC means being part of this vibrant institution that shines a light on what is possible. People make UC great, and UC recognizes your contributions by making this a great place to work. Excellent retirement and health are just one of the rewards. Learn more about the benefits of working at UC

Brief Summary of Job Duties:

Under the direction of the Finance and Administration Manager, conducts and manages daily activities and provides analytical and administrative support on all matters of significance for the Dean, Associate Deans, and Assistant Dean of the Graduate Division. Anticipates needs, understands priorities, and sets deadlines accordingly. Is engaged and committed to the goals and vision of the Graduate Division. Serves as the gatekeeper and initial point of contact on matters pertaining to the Dean of the Graduate Division. Serves as a liaison to other campus academic and administrative units. Provides comprehensive analytical support. Researches and analyzes data, and prepares documents & confidential reports; writes documents for the Dean's consideration; tracks, monitors, analyzes, and reports on budget and financial activities. Works independently on projects, from conception to completion, and works under pressure to handle a wide variety of activities and confidential matters with discretion. Requires thorough knowledge of University policies, guidelines and procedures, and the use of considerable judgment and diplomacy in problem solving and decision-making. Must be an independent thinker and exercise good judgement in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities.

Required Qualifications:

• Experience analyzing complex information and to communicate this information clearly and concisely in verbal or written form.
• Experience with excellent writing, editing, and proofreading skills.
• Experience anticipating needs, understands priorities, and sets deadlines accordingly.
• Demonstrated proactive approaches to problem-solving with strong decision-making capability.
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.
• Experience assembling and coordinating background documents for meetings and scheduling appointments and making travel arrangements for high-level leader.
• Bachelor's Degree or equivalent experience and/or training.

Preferred Qualifications:

• Experience working for a director-level or executive-level office.
• Thorough knowledge of University policies, guidelines and procedures, and the use of considerable judgment and diplomacy in problem solving and decision-making.
• Thorough knowledge of UCSB's personnel and travel policies, guidelines and procedures.
• Experience using Google calendar.

Special Conditions of Employment:

• Satisfactory conviction history background check
• UCSB is a Tobacco-Free environment

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 allegation 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

Job Functions and Percentages of Time:

Executive Support and Coordination - 50%

Under the direction of the Finance and Administration Manager, conducts and manages daily activities and overall support operations for the Dean, Associate Deans, and Assistant Dean of the Graduate Division.

Serves as the gatekeeper and initial point of contact for the Deans. Must be able to accurately, and with political sensitivity, answer questions on a variety of topics, and determine the appropriate course. Provides a bridge for smooth communication between the Deans and campus departments, demonstrating leadership to maintain credibility, trust and support with administrators, faculty, staff, and students. Resolves or refers problems to other sources and tracks the outcomes.

Is conversant and knowledgeable on issues and activities of the Deans and Division. Responds appropriately to phone and email communications on their behalf, and is cognizant of time constraints that unprecedented situations may present.

Manages the Graduate Dean's calendar for appointments, meetings, conferences, and travel. Plans, coordinates, and ensures the Dean's schedule is followed and respected and understands the priorities of the Dean. Independently makes decisions regarding prioritization of meeting requests, with constant rescheduling and reprioritizing as new requests are received. Ensures the Dean stays on schedule. Acts as Dean's ambassador, welcoming guests and visitors by greeting them, in person or on the telephone, by answering or directing inquiries.

Coordinates and schedules complex travel and entertainment for the Deans. Ensures travel and entertainment reimbursements are submitted in a timely manner.

Manages and coordinates all meetings for the Dean. Prepares all necessary files and data; schedules rooms, equipment and appropriate personnel.

Works closely and effectively with the Deans to keep them well informed of upcoming commitments and responsibilities following up appropriately. Acts with some independence, having a sense for the issues taking place in the environment and keeping the Dean updated.

Responsible for timely distribution of correspondence and documents to various offices on campus and to system-wide administrators, outside agencies, community members and within the Division. Responsible for tracking all documents received in the Dean's office and making sure the Dean takes appropriate follow-up action.

Prioritizes issues according to urgency. Anticipates needs and presents next steps to Dean, including meetings that need to be scheduled, drafts of memos that need to be sent, and/or people who need to be brought into the loop.

Assists Deans with confidential documents, phone calls, and communications with administrative offices, labor relations, and legal counsel, regarding student or departmental complaints and/or grievance process.

Analytical Support and Project Management - 35%

Provides comprehensive analytical and organizational support to the Deans and Finance and Administration Manager requiring knowledge of campus policies, budgeting, communication, public relations, and event planning and coordination under pressure of frequent deadlines.

Utilizing independent judgment, manages a variety of special projects and actions for the Deans and Finance and Administration Manager from conception to completion, some of which may have organizational impact. Projects may include review of policies & procedures, and historical information; researching and analyzing data; preparation of spreadsheets, graphs, tables, reports and presentations; establishing agendas and timelines; drafting documents & confidential reports; and proposing recommendations for the Deans' consideration. Coordinates projects efficiently and effectively.

Proactively researches, prioritizes, and follows up on incoming issues and concerns addressed to the Dean, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response and establishes timelines to insure responses and deadlines are met. Prioritizes conflicting needs, handles matters expeditiously, proactively, and follows through to successful completion.

Plans and implements special events for the Deans, such as departmental graduate advisor meetings, student receptions, and donor events.

Reviews and recommends approval for departmental requests to access to Grad Point system. Maintains database and multiple mailing lists with staff, departmental, and Graduate Division contacts and information.

Uses knowledge of Graduate Division policies, procedures, and goals to develop and implement special departmental projects.

Financial and Budget Support - 15%

As directed by the Budget and Administration Manager, tracks and reconciles Dean's research and discretionary funds and commitments and generates monthly detail and balance reports in various formats as needed using Excel, data warehouse and other resources.

Prepares travel and entertainment approvals in Concur and follows through with payment procedures including Corporate Card payments.

Upon request, initiates and processes transfers of funds using campus on-line transfer of funds system.

Initiates expense transfers as needed. Assists with fiscal closing for Divisional accounts.

UC Vaccination Programs Policy:

As a condition of employment, you will be required to comply with the University of California Policy on Vaccinations Programs.
As a condition of Physical Presence at a Location or in a University Program, all Covered Individuals* must participate in any applicable Vaccination Program by providing proof that they are Up-to-Date with any required Vaccines or submitting a request for Exception in a Mandate Program or properly declining vaccination in an Opt-Out Program no later than the Compliance Date (Capitalized terms in this paragraph are defined in the policy.). Federal, state, or local public health directives may impose additional requirements.

For more information, please visit:

* UC Santa Barbara COVID-19 Information - https://www.ucsb.edu/COVID-19-information
* University of California Policy on Vaccinations - https://policy.ucop.edu/doc/5000695/VaccinationProgramsPolicy

*Covered Individuals: A Covered Individual includes anyone designated as Personnel or Students under this Policy who physically access a University Facility or Program in connection with their employment, appointment, or education/training. A person accessing a Healthcare Location as a patient, or an art, athletics, entertainment, or other publicly accessible venue at a Location as a member of the public, is not a Covered Individual.

Equal Opportunity/Affirmative Action Statement:

UC Santa Barbara 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.
For the University of California's Affirmative Action Policy, please visit: https://policy.ucop.edu/doc/4010393/PPSM-20.
For the University of California's Anti-Discrimination Policy, please visit: https://policy.ucop.edu/doc/1001004/Anti-Discrimination.

Reasonable Accommodations:

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