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Job ID: 188736

Executive Assistant, Enrollment Management & Undergraduate Admissions (7384U) 33202
University of California, Berkeley

Date Posted Jul. 25, 2022
Title Executive Assistant, Enrollment Management & Undergraduate Admissions (7384U) 33202
University University of California, Berkeley
Berkeley, CA, United States
Application Deadline Open until filled
Position Start Date Available immediately
  • Other Administrative Categories
  • Enrollment Management/Registrar
    Admissions/Financial Aid
    Administration - General
    Other Administrative Departments
    Undergraduate Education

Executive Assistant, Enrollment Management & Undergraduate Admissions (7384U) 33202

About Berkeley

At the University of California, Berkeley, we are committed to creating a community that fosters equity of experience and opportunity, and ensures that students, faculty, and staff of all backgrounds feel safe, welcome and included. Our culture of openness, freedom and belonging make it a special place for students, faculty and staff.

The University of California, Berkeley, is one of the world's leading institutions of higher education, distinguished by its combination of internationally recognized academic and research excellence; the transformative opportunity it provides to a large and diverse student body; its public mission and commitment to equity and social justice; and its roots in the California experience, animated by such values as innovation, questioning the status quo, and respect for the environment and nature. Since its founding in 1868, Berkeley has fueled a perpetual renaissance, generating unparalleled intellectual, economic and social value in California, the United States and the world.

We are looking for equity-minded applicants who represent the full diversity of California and who demonstrate a sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds present in our community. When you join the team at Berkeley, you can expect to be part of an inclusive, innovative and equity-focused community that approaches higher education as a matter of social justice that requires broad collaboration among faculty, staff, students and community partners. In deciding whether to apply for a position at Berkeley, you are strongly encouraged to consider whether your values align with our Guiding Values and Principles, our Principles of Community, and our Strategic Plan.

Departmental Overview

The Enrollment Management Division (EMD) serves as the campuswide nexus for student access and success initiatives. The EMD partners with Student Affairs, Equity & Inclusion, Undergraduate Education, Colleges and Schools, the Academic Senate, and with other academic support units that contribute to the instructional mission of the campus. EMD includes the Office of Undergraduate Admissions, the Financial Aid and Scholarships Office (dotted-line), Cal Student Central (dotted-line), the Office of the Registrar, the Central Evaluation Unit, the Center for Educational Partnerships Program, and the Visitor and Parent Program (dotted-line). The EMD units play critical roles in shaping the Cal student experience from prospects through to alumni and beyond. We are responsible for maintaining key components of the institutional infrastructure that provide for the selection of students, that enable their successful transitions into, through and out of the University, that facilitate their successful progression through their academic programs and that ensure recognition of scholarship and affordability of their university experience. These departments are complex and highly regulated by the campus, the University of California Office of the President (UCOP), The Regents of the University of California (The Regents), the State of California, and the Federal Government.

This position has been designated as sensitive and will require a criminal background check. Employment is conditional upon successful completion of the criminal background check.

Application Review Date

The First Review Date for this job is: April 11, 2022.


  • Oversees and ensures the daily administrative operations run smoothly for the executive's office, which includes training and assisting casual and student employees in the execution of clerical duties, and to serve as backup for the Executive Assistant's desk, or on special projects, as assigned by the AVC.
  • Participates in the development and implementation of efficient and effective systems for managing information, projects and communications to ensure accurate and timely responses.
  • Independently investigates, develops, and implements a record keeping system to be used for the control and retention of the records and correspondence generated by the AVC.
  • Functions as the gatekeeper, understanding the requirements of the executive, in order to prioritize issues according to urgency and to allocate time for scheduled events, travel and meetings. Maintains the AVC's calendar (bCal).
  • Determines calendar priorities and schedules or reschedules meetings as appropriate.
  • Understands annual cycle of processes, activities and external events and can apply knowledge in scheduling meetings and advising managers in planning events.
  • Ensures that a location or virtual venue is secured for meetings scheduled at the AVC's request, including standing Admissions & Enrollment (A&E) Directors' meetings, and ensures that confirmation is provided to all personnel involved.
  • Compiles agendas and determines background materials needed, and insures that these materials are assembled prior to each meeting.
  • Briefs AVC on deadlines and the status of pending issues.
  • The Assistant may occasionally assist other Managers or staff in A&E with scheduling meetings as requested or approved by the AVC.
  • Responds to inquiries from faculty, staff, students and the public on behalf of the executive regarding organization operations, policies and procedures.
  • Determines the nature of the inquiry and the appropriate person to direct the inquiry to.
  • May conduct background research to answer questions.
  • Answers questions, schedules appointments or refers inquirers as appropriate.
  • Organizes and/or supports ad hoc committees appointed by the AVC on a broad range of issues.
  • Prepares confidential reports for senior staff, system-wide and other officials.
  • Researches, compiles and summarizes issues, policies and topics; provide background information, talking points and briefing materials for the AVC.
  • Investigates issues and problems; drafts and prepare responses to urgent requests.
  • Prepares responses to urgent divisional requests on behalf of the executive.
  • Makes high level contacts of a sensitive nature, internally and externally requiring discretion and diplomacy.
  • Independently composes, reviews, and edits all correspondence for the AVC's signature in any and all areas of A&E responsibility on their behalf, as assigned.
  • At the request of the AVC, the Assistant may also maintain a comprehensive database of correspondence and assignments, to include actions delegated.
  • Forwards situations and issues presented by staff, faculty and external constituents to appropriate staff members for resolution.
  • Professional Development and other duties as assigned.

Required Qualifications

  • Solid analytical / problem-solving skills.
  • Strong skills to communicate effectively with all levels of staff, faculty, alumni / donors, students and external constituencies, both verbally and in writing.
  • Ability to maintain and use reference materials including written procedures.
  • Ability to multi-task with demanding timeframes.
  • Must be able to independently prioritize, manage time well, compile tasks and work effectively in a busy environment with numerous interruptions and the pressure of deadlines.
  • Ability to use high-level discretion and maintain a high level of confidentiality.
  • Related administrative experience.
  • Able to work both independently and cooperatively with office co-workers.
  • Interpersonal skills to interact and communicate with students, faculty, alumni, and the general public (written and verbal); and also with other entities within Student Affairs, the University system and other staff within the Admissions & Enrollment cluster.
  • Able to take direction and implement a plan of action.
  • Ability to understand detailed rules, policies and procedures and to apply them to factual situations.


  • Bachelor's degree in related area and / or equivalent experience / training.

Preferred Qualifications

  • Familiarity with and/or ability to learn the organization's processes, protocols and procedures.
  • Knowledge of federal regulations such as FERPA.
  • Thorough knowledge of and/or ability to learn common organization-specific and other computer application programs.
  • Political acumen and sensitivities to the differing perspectives and political circumstances within all levels of the organization as well as the Office of the President and external constituencies.
  • Solid skills in problem identification.
  • Ability to listen to unusual and varied requests and respond with sensitivity and tact.
  • Keyboard skills sufficient to type data accurately at a moderate rate of speed.
  • Capable of sound, independent judgment and self-motivation.

Salary & Benefits

This is an exempt, monthly paid position. Annual salary is commensurate with experience within the range of $70,000.00 - $82,000.00. For information on the comprehensive benefits package offered by the University visit:

How to Apply

Please submit your cover letter and resume as a single attachment when applying. Please upload the document in the Resume section, then skip the (optional) Cover Letter upload section.

Other Information

  • This is a career, 100% full-time, 40-hours per week appointment, eligible for full UC benefits.
  • This is a hybrid position, with 50% remote work eligibility.

Conviction History Background

This is a designated position requiring fingerprinting and a background check due to the nature of the job responsibilities. Berkeley does hire people with conviction histories and reviews information received in the context of the job responsibilities. The University reserves the right to make employment contingent upon successful completion of the background check.

Equal Employment Opportunity

The University of California 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, or protected veteran status. For more information about your rights as an applicant see:
For the complete University of California nondiscrimination and affirmative action policy see:

To apply, visit

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