Executive Assistant (4702C), Library Administration - 80222 Job at Inside Higher

Overview

Executive Assistant (4702C), Library Administration - 80222. Join to apply for the Executive Assistant (4702C), Library Administration - 80222 role at Inside Higher Ed.

Position Summary

The Executive Assistant (EA) provides highly detailed, anticipatory support to the University Librarian, including calendar and travel management, reimbursement processing, front-line reception, management of the Librarian's Administrative Suite, email triage, meeting preparation, and liaison with the UC community and the public. The EA may oversee special projects and handle highly confidential matters, working collaboratively with Library Cabinet, Communications, and Development Office.

Responsibilities

• Provide administrative support for the Office of the University Librarian.
• Coordinate, monitor and maintain the University Librarian's calendar; schedule meetings involving high-level administrators, faculty, and outside officials.
• Schedule travel and prepare reimbursement forms for the University Librarian.
• Coordinate onboarding, scheduling, and orientation for new cabinet members.
• Oversee, coordinate and integrate administrative support for the Library Cabinet, Library town halls and select meetings hosted by the University Librarian.
• Ensure meeting minutes and related documents are added to the Cabinet shared folder.
• Assist with room reservations for library meetings, maintaining calendars and access to spaces.
• Screen, review, and prioritize incoming calls and mail and route appropriately for action.
• Provide miscellaneous information to callers, staff, students and visitors regarding policies, procedures, research information, access, etc.
• Coordinate correspondence, tracking pending items, monitor deadlines and follow up on diverse projects and tasks.
• Maintain and distribute the Library emergency list twice a year.
• Maintain departmental administrative files and confidential materials such as personnel information and review documents.
• Use analytical skills and expertise in University administrative and organizational issues; coordinate, refer, and respond on behalf of the Office of the University Librarian to matters related to library services, operations, and procedural questions.
• Serve as liaison to the Library Development Office and the University community.
• Order supplies, catering, and other items as needed.
• Participate in trainings and other professional development opportunities.
• Other duties, including special projects and strategic initiatives.

Required Qualifications

• Clear and effective oral, written, and interpersonal communication skills; sensitivity to differing perspectives and political circumstances.
• Political acumen and diplomacy.
• Conscientious self-starter with ability to work as part of a team or independently.
• Ability to make appropriate judgments on complex issues; highly organized and detail-oriented, with flexible management style.
• Experience organizing office systems to facilitate workflow; ability to maintain confidentiality and sensitive information.
• Thorough working knowledge of MS Office Suite, Google Suite, email, calendar and web browser software.
• Strong analytical and problem-solving skills with leadership and participatory management abilities.
• Demonstrated reliable attendance.
• Minimum of five years of experience as an executive assistant.
• Bachelor’s degree and/or equivalent experience/training.

Preferred Qualifications

• Knowledge of and/or ability to quickly learn University and campus infrastructures and administrative policies and procedures concerning business and accounting.

Salary & Benefits

For information on the comprehensive benefits package offered by the University, please visit the UC Berkeley Compensation & Benefits website. The budgeted annual salary range is $78,930.91 (Step 1) – $102,095.18 (Step 14). This is an exempt monthly-paid position.

How to Apply

• To apply, please submit your resume and cover letter.

Other Information

This position is governed by the Clerical & Allied Services Unit (CX) agreement between the University of California and Teamsters Local 2010. This is not a visa opportunity. A fingerprinting and background check is required due to the nature of the job responsibilities. UC Berkeley is an Equal Opportunity Employer.

Equal Employment Opportunity

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 status under state or federal law.