Executive Assistant to the Dean of Graduate Studies

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INITIAL REVIEW DATE (IRD)

UC Santa Cruz jobs are posted until filled. All application materials submitted by 11:59 pm on the IRD will be routed to the hiring team for consideration. NOTE: Applicants who miss the IRD are still encouraged to apply; their materials will still be forwarded for consideration if requested by the hiring team. Application materials cannot be accepted outside of the jobs portal. Applications cannot be edited on an applicant's behalf. For more information about the IRD and the applicant review process, view this link.

The IRD for this job is: 11-26-2025

ABOUT UC SANTA CRUZ

UC Santa Cruz is a public university like no other in California, combining the experience of a small, liberal arts college with the depth and rigor of a major research university. It's known as an unconventional place where innovation and experimentation is part of the campus's DNA. That playful, bold spirit still thrives today, all on a campus renowned as among the most beautiful in the world.

DEPARTMENT OVERVIEW

The Division of Graduate Studies is a strategic unit at UCSC; working closely with academic divisions and departments, the Division of Graduate Studies leads the campus effort in graduate student outreach, admissions, and matriculation. UC Santa Cruz graduate enrollment is approximately 1400, with over 60 degree tracks in over 40 graduate programs. UC Santa Cruz is deeply committed to recruiting and supporting a diverse graduate student community. The Graduate Division seeks to be a catalyst for the development of scholarship, leadership, and professional skills of graduate students from every background.

More information can be found at: https://graduate.ucsc.edu

JOB SUMMARY

Under the general direction of the Vice Provost and Dean, Graduate Studies (VPDGS), the Executive Assistant provides executive, administrative and high level analytical support to the VPDGS in a wide variety of areas including: correspondence, special projects, maintenance of the VPDGS calendar and problem solving for the day-to-day operations of the Dean's
Office. The incumbent will coordinate activities on behalf of the VPDGS, act as liaison to senior management across campus, oversee administrative support to the VPDGS and general office communications, independently identify issues or problems within specific management areas and issues, prioritize tasks and work independently with a high degree of confidentiality.

APPOINTMENT INFORMATION

Budgeted Salary: $78,050 - $90,400/Annually. Salary commensurate with skills, qualifications and experience.
Under California law, the University of California, Santa Cruz is required to post a reasonable estimate of the compensation for this role. The salary shown above is the budgeted amount the University reasonably expects to pay and the salary extended should not exceed this posted amount.

Benefits Level Eligibility: Full benefits

Schedule Information:

• Full-time, Fixed
• Percentage of Time: 100%, 40 Hours per Week
• Days of the Week: Mon-Fri
• Shift Includes: Day

Employee Classification: Career appointment

Job End Date: None

Work Location: UC Santa Cruz Main Campus

Union Representation: Non-Represented

Job Code Classification: EXEC AST 3 (007384), Grade 20

Travel: Never or Rarely

JOB DUTIES

80% - Executive Assistant to the Dean

• Act as point person for all staff who support the VPDGS. Coordinate workflow, communications, processes and procedures for all work done in direct support of the
  VPDGS. Participate in regular staff meetings to ensure that Divisional projects and issues are being handled in a timely manner.
• Exercise independent judgment to perform special assignments as requested by the VPDGS. 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 VPDGS. 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 administrative support to the VPDGS and Assistant Dean on a variety of campus wide or divisional issues, projects and programs. Support Assistant Dean to
  compile data, solicit and research information from a variety of sources both on and off campus, in the preparation of reports as requested.
• Draft correspondence on behalf of the VPDGS as directed.
• Manage the VPDGS' time. Prioritize and schedule appointments for the VPDGS' calendar.
  Independently determine importance of requested meetings and coordinate calendar to accommodate the needs of the VPDGS. Coordinate complex schedules.
• Manage the operation of the Dean's Office. Independently respond to inquiries, complaints, and concerns from callers and visitors on behalf of the VPDGS. Research and resolve problems.
• Prepare detailed briefing materials for the VPDGS prior to meetings. Provide pertinent
  facts, data and other background information for meetings, reports, inquiries, agendas and presentations.

20% - Office Management

• Prepare and record non-fellowship administrative and personnel related expenses of Graduate Studies in support of the VPDGS and the Assistant Dean.
• 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 behalf of the VPDGS and ensure 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.
• Communicate with the Graduate Council and manage input and output of information between Graduate Division and Graduate Council. Oversee divisional student honors and award programs (i.e., Annual Graduate Symposium, Outstanding TA Awards).

REQUIRED QUALIFICATIONS

• A high degree of individual initiative along with strong analytical and problem-solving skills for identifying needs, conducting research and developing innovative proposals, solutions and programs.
• Excellent written communication skills for preparing various documents, reports, newsletters, and executive-level correspondence.
• Excellent communication and interpersonal skills for effectively dealing with a broad range of individuals at various levels within an organization.
• Ability to respond with both flexibility and positivity in all circumstances, and to manage workload with frequent interruptions and deadlines.
• Administrative experience with demonstrated abilities to prioritize assignments, organize and coordinate office operation, anticipate needs, work effectively under 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.
• Experience scheduling appointments and coordinating an executive level calendar.
• Ability to supervise staff, including assigning and monitoring workload and evaluating performance.
• Experience with standard electronic word processing, spreadsheet, calendar and email programs; familiarity with Microsoft Office and Adobe Suite.

PREFERRED QUALIFICATIONS

• Extensive, related administrative experience in an executive-level office.
• Knowledge of the UCSC accounting system.
• Ability to manage web content management systems.

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.
• The selected candidate will be required to work all scheduled hours on-site.
• Ability to work a variable schedule.
• Ability to work occasional evenings and weekends as directed.
• Ability to occasionally work overtime with little or no advance notice.
• Selected candidate will be required to complete training within established time frames as directed including UC compliance training.
• Ability to travel to multiple work locations on and off campus.
• 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.
• Exercise the utmost discretion in managing sensitive information learned in the course of performing their duties. Sensitive information includes but is not limited to employee and student records, health and patient records, financial data, strategic plans, proprietary information and any other sensitive or non-public information learned during the course and scope of employment. Understands that sensitive information should be shared on a limited basis and actively takes steps to limit access to sensitive information to individuals who have legitimate business need to know. Ensure that sensitive information is properly safeguarded. Follow all organizational policies and laws on data protection and privacy. This includes secure handling of physical and digital records and proper usage of IT systems to prevent data leaks. The unauthorized or improper disclosure of confidential work-related information obtained from any source on any work-related matter is a violation of these expectations.

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

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.