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Job ID: 197325

Deputy Chief of Staff & Senior Executive Assistant (7378U), Equity & Inclusion - 44360
University of California, Berkeley


Date Posted Oct. 19, 2022
Title Deputy Chief of Staff & Senior Executive Assistant (7378U), Equity & Inclusion - 44360
University University of California, Berkeley
Berkeley, CA, United States
Department
Application Deadline Open until filled
Position Start Date Available immediately
 
 
  • Senior Executive Officer
  • Multicultural Affairs/Diversity
 
 


Deputy Chief of Staff & Senior Executive Assistant (7378U), Equity & Inclusion - 44360

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.

At UC Berkeley, we believe that learning is a fundamental part of working, and our goal is for everyone on the Berkeley campus to feel supported and equipped to realize their full potential. We actively support this by providing all of our staff employees with at least 80 hours (10 days) of paid time per year to engage in professional development activities. To find out more about how you can grow your career at UC Berkeley, visit grow.berkeley.edu.

Departmental Overview

The Division of Equity & Inclusion provides leadership and accountability to resolve systemic inequities for all members of UC Berkeley through engaged research, teaching, and public service, and by expanding pathways for access and success and promoting a healthy and engaging campus climate. The division's work encompasses direct service, programmatic support, and advice and consultation across all campus communities including faculty, graduate students, undergraduates, and staff.

This Deputy Chief of Staff and Senior Executive Assistant functions as the first point of contact and access manager for the Vice Chancellor, and as the operational manager for the VCEI Immediate Office. The incumbent serves as the work lead for the administrative staff in the office as well as for the Division. Involves managing or performing the administrative services or managing the full general operations of the VCEI Office. Administrative services include activities in finance and some human resources and may also include IT, facilities, or student services. General management includes long- and short-range strategic planning in determining the mission and directing all business aspects of the VCEI's Immediate Office.

Application Review Date

The First Review Date for this job is: November 1, 2022. This recruitment will remain open until filled.

Responsibilities

Communications and Internal/External Relations:

  • Using independent judgment, assess and coordinate critical information and communicate the pertinent data to the VCEI, Assistant Vice Chancellors, directors and other executive management with discretion and diplomacy.
  • Proactively bring rising and highly sensitive issues to the VC's and COS's attention, providing analysis and strategy recommendations as necessary.
  • Review/edit high-level correspondence for VCEI for campus-wide distribution -Correspondence requires excellent writing skills, high level of political acumen. and sensitivity to confidentiality and specific needs of various campus units.
  • Develop and maintain high-level relationships with executive management and their staff - this requires a high level of acumen and campus knowledge.
  • Review/edit and distribute mass communications to student, staff, faculty and alumni on behalf of the VCEI Immediate Office, ensuring accuracy, quality and consistency with standards.
  • May support the drafting or editing of CalMessages on behalf of the Vice Chancellor for campuswide or E&I Division distribution.
  • Serve as a member of the VCEI Core Leadership Team - attend weekly meetings, provide organizational, institutional and historical knowledge and subject matter expertise.
  • Support the Chief of Staff and VCEI with follow-up actions on priority workflow and time sensitive actions.
  • Serve as point person for the VCEI Immediate Office, working independently in the absence of the VCEI and COS to maintain business and divisional operations.
  • Inform and guide clients, partners, donors, senior leadership in the workflow of the Division and Immediate Office executive staff.
  • Use advanced judgment, ability, subject-matter expertise, and discretion to speak for the VCEI and/or AVC/COS when they are unavailable on a broad range of topics as needed.
  • Contribute to short- and long-term strategic planning for the VCEI office and on divisional matters.
  • Maintains Divisional directory and manages electronic databases/listservs


Executive Support:

  • Manage and maintain calendar and travel for VCEI, providing advanced information and briefings to the VCEI at all times while using discretion to prioritize.
  • Manage action items post-meeting, track requests and administrative and business work-flow for the Immediate Office and inform the VCEI and/or COS as needed on process deficiencies or areas for improvements.
  • Make high-level contacts of a sensitive nature with both internal and external individuals, requiring a high level of discretion and diplomacy.
  • Respond to a wide variety of questions and issues from faculty, staff, students and the public on behalf of the executive, including those highly sensitive in nature.
  • Brief executive in a timely fashion, with regard to priorities and deadlines, on the status of pending issues.
  • Handle the details of complex and highly sensitive matters on behalf of the Vice Chancellor.
  • Prepare responses to urgent divisional requests on behalf of the executive; take charge of complex and highly sensitive matters, and independently investigate issues and problems.
  • Analyze, compile and summarize complex and/or highly sensitive issues, policies and topics; provide background information, talking points and briefing materials for the executive.
  • Organize adhoc committees appointed by the executive on a broad range of issues.
  • Provides administrative support to high-level committee, initiatives, and core team meetings appointed by VCEI and attend meetings as appropriate/requested with the VCEI and AVC/COS.


Human Resources Support:

  • Work closely w/ the COS and HR Manager re: all personnel movement & actions within the VCEI units.
  • Coordinate and participate in a variety of human resources activities including employment, training, position control, classification and reclassification of positions and ensure the completion of forms and documents related to HR and Payroll for unit/department prior to the VCEI review and approval.
  • Provide support on a wide range of complex projects involving multiple deadlines and high-level contacts and offices.
  • Lead quarterly meetings with divisional administrative staff to ensure alignment with business processes and divisional vision.


Business Operations:

  • Perform studies for resource plans, including approaches, trends, sources and uses.
  • Responsible for procurement of large office purchases and overall procurement budget for the VCEI Immediate Office.
  • Communicate with other high-level campus administrators and staff.
  • Participate and consult in the design and drafting of organizational website content; drafts newsletters and correspondence to organizational constituents.
  • Develop and implement procedures to streamline business processes and minimize risk.
  • Provide input into non-technical portions of grant and contract proposals.
  • Administer facilities and space logistics and serve on the E&I space committee, including space planning, project management and implementation of capital projects, moves, and renovations for E&I staff and departments.
  • Manages equipment needs of the Immediate Office.
  • Serve as primary/first contact for Berkeley Regional Services for the VCEI Immediate Office.
  • Assist with resolving higher-level campus and/or divisional challenges which may requiring interacting with the Chancellor's Office, Campus Counsel, Control Unit offices, etc.
  • High political acumen is required as a staffer, understanding of diverse and intricate campus/department cultures, political issues and other department specifications in order to coordinate smooth meeting management.
  • Independently troubleshoot, manage and resolve a variety of complex and highly sensitive matters; independently investigates issues and problems.


Special Projects:

  • Perform special projects and serve as lead on event planning for high profile and critical events for the Division such as high-level donor visits.
  • Plan and execute events from divisional staff meetings to highly visible campus-wide events; includes oversight of the overall budget, logistics, vendor contract negotiations, and staffing.
  • Develop materials for events, marketing and program flow.
  • Event management. logistical, and procurement support for Divisional virtual and in-person events and convenings.
  • Gather, research, investigate and analyze information affecting the Immediate Office.


Budget Analysis & Management:

  • Assist the COS with an annual operating budget proposal, expenditures for operations and forecasting.
  • Manage the operational budget for the VCEI Immediate Office, including projections and reconciliation, and attend budget related meetings.
  • Create and maintain a tracking sheet for budget for special projects such as initiatives, events, grants, etc.
  • Track budget, reconcile, and project for the VCEI and AVC/COS discretionary funds.
  • Assist other units as needed in relation to the VCEI research funds.
  • Function as a resource lead on issues, researching complex problems, with financial discrepancies and escalate as needed to the VCEI or COS.
  • Oversee the quality/review process for the Immediate Office on financial transactions, business approvals, sponsorship requests, contracts and grants, HR-related academic and personnel matters, etc., prior to the VCEI or COS review and approval.
  • Professional development and other duties as assigned.


Required Qualifications

  • Advanced knowledge of or ability to quickly learn University rules and regulations, processes, protocols and procedures for budget, account and fund management, and general personnel management.
  • General overview and knowledge of financial analysis and reporting techniques, human resources policies and procedures for staff and academic employees.
  • Advanced knowledge of a variety of administrative operations activities such as events planning, space planning, risk management planning, and contracts and grants regulations and guidelines.
  • Knowledge of or ability to learn common University-specific computer application programs.
  • Excellent interpersonal communication skills to include verbal and written, active listening, critical thinking, persuasiveness, advising and counseling skills.
  • Advanced skills in short- and long-term strategic planning, analysis and problem-solving, and customer service.
  • Must possess a high level of political acumen, diplomacy, tact and discretion at all times and maintain all confidentiality.
  • Knowledge of and experience with project management.
  • Experience in leading a team.
  • Excellent ability to interact with a wide range of individuals and groups within and outside of the Berkeley campus including senior level administrators, UC Office of the President, faculty, students, staff, alumni, donors, and community stakeholders.
  • Ability to multi-task with demanding timeframes.
  • Experience and knowledge of conflict resolution techniques.
  • Experienced with high event planning that may be large and highly visible in nature.


Education/Training:

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


Salary & Benefits

  • This is a full-time (40 hours/week), career position, and eligible for full UC benefits.
  • This is an exempt, monthly paid position. The annual salary is commensurate with experience within the range of $100,000.00 - $140,000.00.


For information on the comprehensive benefits package offered by the University visit:

https://ucnet.universityofcalifornia.edu/compensation-and-benefits/index.html

How to Apply

Please submit your cover letter and resume as a single attachment in the Resume section of your application.

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.

Mandated Reporter

This position has been identified as a Mandated Reporter required to report the observed or suspected abuse or neglect of children, dependent adults, or elders to designated law enforcement or social service agencies. We reserve the right to make employment contingent upon completion of signed statements acknowledging the responsibilities of a Mandated Reporter.

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:

https://www.eeoc.gov/sites/default/files/migrated_files/employers/poster_screen_reader_optimized.pdf
For the complete University of California nondiscrimination and affirmative action policy see:
http://policy.ucop.edu/doc/4000376/NondiscrimAffirmAct



To apply, visit https://careerspub.universityofcalifornia.edu/psp/ucb/EMPLOYEE/HRMS/c/HRS_HRAM.HRS_APP_SCHJOB.GBL?Page=HRS_APP_JBPST&Action=U&FOCUS=Applicant&SiteId=21&JobOpeningId=44360&PostingSeq=1


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