Executive Assistant to the Co-Directors of Athletics

Executive Administrative Assistant

At the University of California, Berkeley, we are dedicated to fostering a community where everyone feels welcome and can thrive. Our culture of openness, freedom, and belonging make it a special place for students, faculty, and staff. As a world-leading institution, Berkeley is known for its academic and research excellence, public mission, diverse student body, and commitment to equity and social justice. Since our founding in 1868, we have driven innovation, creating global intellectual, economic, and social value. We are looking for applicants who reflect California's diversity and want to be part of an inclusive, equity-focused community that views education as a matter of social justice. Please consider whether your values align with our Guiding Values and Principles, Principles of Community, and Strategic Plan. At UC Berkeley, we believe that learning is a fundamental part of working, and provide space for supportive colleague communities via numerous employee resource groups (staff organizations). 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 full-time staff employees with at least 80 hours (10 days) of paid time per year to engage in professional development activities. Find out more about how you can grow your career at UC Berkeley.

Intercollegiate Athletics supports a workforce of approximately 300 staff, coaches, contract, career exempt and represented staff. The department conducts 30 intercollegiate sports and provides full support to over 900 student-athletes.

This position provides executive-level support for the Co-Directors of Athletics (who report directly to the Chancellor), particularly related to maintaining the Co-Directors of Athletics calendar, scheduling standing meetings with direct reports, donors, staff, campus partners, campus leadership and community groups and other meetings; managing the Co-Directors of Athletics travel; and processing expenses and reimbursements. This position coordinates the All-Staff meetings, Head Coaches meetings and department leadership meetings. This position also serves as the main point of contact for the Co-Directors of Athletics immediate office.

Responsibilities:

• Directs the daily administrative operations for the Co-Directors of Athletics office.
• Serving as the primary point of contact for the Athletic Director's suite.
• Develops and implements efficient and effective systems for managing information, projects and communications to ensure accurate and timely responses.
• Handles the details of complex and highly sensitive matters on behalf of the executives.
• Manages and coordinates a highly complex and dynamic travel schedule for the Co-Director of Athletics, including extensive travel related to Football operations, ACC conference meetings, and national Athletics Director conferences.
• This position has to prioritize meetings based on fundraising responsibilities, campus leadership responsibilities and day-to-day operations responsibilities.
• Functions as the gatekeeper, understanding the requirements of the executives, in order to prioritize issues according to urgency and to allocate time accordingly.
• Responds 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.
• Briefs executives in a timely fashion, with regard to priorities and deadlines, on the status of pending issues.
• This position briefs the Co-Directors of Athletics at a minimum daily and sometimes multiple times per day with upcoming meetings, travel, and other events.
• This position gathers all of the necessary materials in advance of the meeting in order to fully prepare the executive for their work.
• Researches, compiles and summarizes complex and / or highly sensitive issues, policies and topics; provides background information, talking points and briefing materials for the executive.
• Organizes ad hoc committees appointed by the executives on a broad range of issues.
• Prepares confidential reports and summarizes issues for senior staff, and other officials within the UC system.
• Prepares responses to urgent divisional requests on behalf of the executives; takes charge of complex and highly sensitive matters, and independently investigates issues and problems.
• Makes high-level contacts of a sensitive nature with both internal and external individuals, requiring a high level of discretion and diplomacy.
• Researches, analyzes and synthesizes information to prepare executive briefings, reports, and summaries.
• Coordinates information from other departments and tracks to ensure completion with sufficient time for executive review in advance of meetings.
• This position plans for monthly All-Staff meetings including developing the agenda, confirming the speakers and any other necessary logistics.

Required Qualifications:

• Demonstrated experience providing high-level executive administrative support to senior leadership, preferably supporting multiple executives simultaneously in a complex, fast-paced organization.
• Ability to obtain advanced knowledge of the organization's processes, protocols and procedures.
• Ability to use a high level of discretion and maintain all confidentiality.
• Small to mid-level project management skills.
• Intermediate to advanced knowledge of common organization-specific computer applications.
• Strong analytical / problem-solving skills.
• 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.
• Advanced service orientation.
• Strong skills to communicate and influence effectively with all levels of staff, faculty, alumni / donors, students and external constituents, both verbally and in writing.
• Advising and counseling skills.
• Ability to multi-task with demanding timeframes.
• Knowledge of federal regulations such as FERPA.
• Bachelor's degree in related area and / or equivalent experience / training.

Salary & Benefits:

For information on the comprehensive benefits package offered by the University, please visit the University of California's Compensation & Benefits website. Under California law, the University of California, Berkeley is required to provide a reasonable estimate of the compensation range for this role and should not offer a salary outside of the range posted in this job announcement. This range takes into account the wide range of factors that are considered in making compensation decisions, including but not limited to experience, skills, knowledge, abilities, education, licensure and certifications, analysis of internal equity, and other business and organizational needs. It is not typical for an individual to be offered a salary at or near the top of the range for a position. Salary offers are determined based on final candidate qualifications and experience. The budgeted annual salary or hourly range that the University reasonably expects to pay for this position is $82,800 - $149,800. This is an exempt, monthly-paid position. This is a full-time (40 hours/week) Career position eligible for full UC benefits.

How to Apply:

To apply, please submit your resume and cover letter.

Driving Required:

Required to hold a valid driver's license, have a driving record that is in accordance with local policies/procedures, and/or enroll in the California Employer Pull Notice Program.

Other Information:

Occasional travel with Football (10%). This is not a visa opportunity. This position does not include sponsorship of a new consular H-1B visa petition that would require payment of the $100,000 supplemental fee.

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.

Misconduct SB 791 and AB 810 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