Executive Assistant to the AVC for Research

The full job description is on https://jobs.berkeley.edu/job-listings
Job posting number:  27305
First review date: July 30, 2019

*Partial job description*

Departmental Overview 

The Office of the Vice Chancellor for Research has overall managerial responsibility for Berkeley's research enterprise. It seeks to maintain a research environment that fosters creativity, collaboration and community. Its specific goals include providing effective support for campus-wide research efforts; advocating for research needs and resources; maximizing the benefits of Berkeley's research to the scholarly community, and to the quality of life in the local community, the state, and the nation. In support of these goals, the Office of the Vice Chancellor for Research: supervises over 50 interdisciplinary research units, six museums and seven field stations; encourages and administers the flow of research funding to the Berkeley campus; oversees the compliance of campus research with federal, state and university regulations; and facilitates relations between University researchers and private industry for the benefit of society.

Responsibilities

The Executive Assistant provides executive support to the Associate Vice Chancellor for Research (AVCR), including coordinating communications, meetings and pertinent data sharing with and across the 60+ units reporting to the AVCR. The incumbent also performs and/or oversees a range of special projects and assignments led by the Office of Research that are sensitive or complex in nature, requiring a high level of independence and initiative in execution and implementation. Handles details and oversees work of a highly confidential and critical nature to support the executive team on matters of significance. Employs a high level of independent judgment and initiative, as well as strong organizational, analytical, administrative, problem-solving, and communication skills.

Manages all aspects of the Associate Vice Chancellor’s busy, complex schedule--including but not limited to calendaring and organizing large and complex meetings with internal and external stakeholders, tracking meeting requests and commitments, communicating efficiently with meeting participants and support staff, and coordinating meeting logistics and facilitating travel arrangements. Handles sensitive and complex information with discretion, including providing confidential support to Director searches and misconduct investigations. May provide similar support to the VCR Chief of Staff as needed.

Organizes and staffs committees and working groups appointed by the Vice Chancellor or Associate Vice Chancellor on a broad range of issues that have significant to critical impact on the campus research endeavor. Committees may include, but are not limited to, ORU Director meetings, Field Station and ORU Advisory Committees, ad hoc External Review committees, Director search committees for research units.

Responds to a wide variety of questions and issues from faculty, staff, students and the public on behalf of the executive, including those of a highly sensitive nature. Researches, compiles and summarizes complex and/or highly sensitive issues, policies and topics in order to prepare background information, talking points and briefing materials for the AVCR, VCR and Chief of Staff. Backs up the Sr. Executive Assistant in managing the VCR Departmental email account and forwarding pertinent information to senior staff for action and response.

Oversees the daily administrative operations for the VCR Immediate Office. Develops and implements efficient and effective systems for managing information, projects and communications to ensure accurate and timely responses. Recruits, hires, trains, assigns workload to, and supervises up to four student assistants to ensure that administrative operations of VCRO run smoothly. 

Performs other duties and special projects as assigned by the Vice Chancellor for Research and Chief of Staff.

Required Qualifications

  • Bachelors degree in related area and/or equivalent experience/training
  • 5 years of relevant experience.
  • Advanced service orientation and attention to detail.
  • Excellent skills in collaboration, problem-solving, advising and counseling skills.
  • Ability to use a high level of discretion and maintain all confidentiality.
  • Advanced skills in problem identification.
  • Ability to multi-task with demanding timeframes.
  • Advanced analytical/problem-solving skills.
  • Advanced political acumen and sensitivities to the differing perspectives and political circumstances within all levels of the Campus as well as the Office of the President and external constituencies.
  • Strong skills to communicate and influence effectively with all levels of staff, faculty, alumni/donors, students and external constituents, both orally and in writing.
  • Robust project and time management skills.
  • Advanced knowledge of, or demonstrated ability to learn, common campus-specific systems and computer applications including Google Suite and Smartsheet.

Preferred Qualifications

  • Thorough knowledge of Berkeley campus processes, protocols and procedures