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| Dean's Assistant |
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The University of California, Berkeley is the preeminent public university in the country. We’re also one of the leading employers in the San Francisco Bay Area. We are seeking an Executive Assistant to provide critical support and administrative services to the Dean of the College of Engineering, primarily in the areas of scheduling and handling meeting and travel arrangements.
Berkeley Engineering is recognized for its academic and research excellence, consistently ranked among the top three such programs in the country. About 225 faculty members, over 4,000 undergraduate and graduate students, and extensive facilities that dominate the northeast quadrant of the campus are some of the elements that make Engineering the largest professional school at Cal.
Responsibilities:
·Maintain Dean’s calendar and schedule appointments with high-level campus, industry, and government officials
·Arrange meetings with department chairs, faculty, staff, students, and campus administrators as well as numerous boards and external business contacts (all together these meetings number over 100 per month)
·Review and analyze requests to the Dean, frequently making independent decisions, and facilitate the Dean’s daily priorities
·Gather and summarize background material and brief the Dean on issues pertaining to upcoming meetings and events
·Serve as the primary contact person for visitors to the Dean's Office, representing the Dean to diverse individuals and groups
·Promote and maintain a pleasant rapport with all visitors on the Dean’s behalf
·Prepare correspondence from both rough draft and oral instructions, prepare and proofread general correspondence and reports; independently draft responses based on knowledge of relevant topics
·In coordination with the College Relations unit, arrange for the Dean to meet with prospects and donors for the purpose of soliciting financial support for the College
·Work with an external travel agent to make frequent foreign and domestic travel arrangements and complete travel forms for prompt reimbursement
·For College Advisory, Executive, and Faculty meetings, independently determine and schedule dates when most members can attend; prepare agenda in consultation with the Dean and distribute; make room reservations, handle room and equipment set-up, and order refreshments
·Take and prepare meeting minutes, and distribute or place on the web, as appropriate
·Use the Internet and other sources to perform and assist with research on topics such as possibilities for research, educational, and programmatic directions
·Organize and compile research materials
·Design and prepare PowerPoint presentations when needed
·Evaluate office systems to continually improve efficient operation of the Dean’s immediate office
·Organize, maintain, and archive files; maintain office stylebook and up-to-date desk manual
Requirements:
·Bachelor’s degree or equivalent combination of education and experience
·Ability to develop a detailed knowledge and understanding of college issues and priorities and an understanding of the relationships between the Dean’s Office and campus administration, Engineering departments and units, faculty, staff and students, and alumni and donors, as well as an understanding of the structure of the Berkeley campus
·Solid experience providing executive level support in a fast-paced environment, including scheduling and making meeting and travel arrangements
·Proficiency in the English language with excellent writing, editing, oral communication, and interpersonal skills
·Professional in appearance and demeanor
·Demonstrated ability to handle sensitive matters with discretion and tact and to maintain strict confidentiality
·Ability to resolve problems while using sound judgment within policy parameters
·Ability to capably handle multifaceted projects with competing deadlines and priorities
·Ability to work independently and as a team member, take initiative, maintain a detailed and accurate filing system, be extremely attentive to detail, possess a customer service orientation, and be flexible and adaptable to change
·Demonstrated reliability including a record of excellent attendance and punctuality
·Successful completion of background check
·Computer proficiency with Windows computer system, especially Microsoft Outlook, plus Word, Excel, PowerPoint, and ability to learn other software and systems as required
Compensation: $41,000 - $51,000 depending on qualifications and experience. UC Berkeley offers excellent family medical, dental, vision and additional insurance benefits; 3 weeks vacation the first year, 13 paid holidays, and sick leave; career development opportunity funds; outstanding UC Retirement Program; fitness and recreation facilities; and access to many activities and events in a beautiful campus setting.
Please apply online at: http://jobs.berkeley.edu indicating the job code 684. To learn more about the College of Engineering, please visit www.coe.berkeley.edu.
jobs.berkeley.edu
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