Executive Administrator for the Executive Director [CAMPUS ONLY]

This is a CAMPUS ONLY recruitment. Only current employees, or former employees with current Preferential Rehire rights will be considered for this position. Former employees with Preferential Rehire rights should apply through the external candidate gateway and identify themselves as such in their application to be considered for this position.

Current UCSC employees must apply to the job posting in the Internal Candidate Gateway. You can access the internal job posting HERE. If you are a current UCSC employee and apply through the External Candidate Gateway, you will not be considered for this position.

This position works remotely requiring a telecommuting agreement and adherence to the UCSC Telecommuting/Remote Work Guidelines. The employee shall be available in a full-time capacity during assigned telecommuting work hours (specific hours to be discussed with supervisor). While telecommuting/remote working, the employee is responsible for ensuring a worksite environment suitable for accomplishing their regular job duties during scheduled hours of work and, if applicable, arranging for dependent care just as they would if they were working at the regular UCSC worksite.

NO VISA SPONSORSHIP IS AVAILABLE FOR THIS POSITION.

HOW TO APPLY

For full consideration, applicants should attach their resume and cover letter when applying for a job opening. For guidance related to the application process or if you are experiencing difficulties when applying, please review the Applicant Resources on our Talent Acquisition website.

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INITIAL REVIEW DATE (IRD)

Application materials submitted by 11:59 pm on the IRD will be routed to the hiring unit for consideration. Materials submitted after the IRD will ONLY be forwarded at the request of the hiring unit. To ensure your application is routed for consideration, submit your materials before 11:59 p.m. on the IRD. Talent Acquisition cannot accept application materials outside of the jobs portal, and is unable to update submitted applications on an applicant's behalf, or forward communications to the hiring units. For more information about the IRD and the applicant review process, view this link.

The IRD for this job is: 05-09-2024

ABOUT UC SANTA CRUZ

UC Santa Cruz is a public university like no other in California, combining the experience of a small, liberal arts college with the depth and rigor of a major research university. It's known as an unconventional place where innovation and experimentation is part of the campus's DNA. That playful, bold spirit still thrives today, all on a campus renowned as among the most beautiful in the world.

DEPARTMENT OVERVIEW

The Smarter Balanced Assessment Consortium (SBAC) is a public agency supported by 13 members (states and territories). Through the work of thousands of educators, Smarter Balanced created an online assessment system aligned to the Common Core State Standards (CCSS), as well as tools for educators to improve teaching and learning. Smarter Balanced is housed at the University of California Santa Cruz (UCSC) Silicon Valley Extension.

Smarter Balanced's work is guided by the belief that a high-quality assessment system can provide information and tools for teachers and schools to improve instruction and help students succeed - regardless of disability, language, or subgroup. We involve experienced educators, researchers, state and local policymakers, and community groups working together in a transparent and consensus-driven process.

Smarter Balanced staff have a profound commitment to UCSC's Principles of Community including embracing diversity, equity, and inclusion.

UCSC Extension provides professional training that reflects the academic rigor of the University of California and the hands-on, roll-up-your-shirtsleeves practicality of Silicon Valley culture. Developed with guidance from key industry leaders and academic experts, Extension's certificate programs match the economic demands of industry, from engineering to business, education to bioscience. The University of California reviews and approves UCSC Extension courses and programs for academic content, merit, and instructor qualifications. Many courses can be applied toward degree programs or may be eligible for professional certificates and licenses.

More information can be found at https://smarterbalanced.org

JOB SUMMARY

The Executive Administrator for the Executive Director provides critical high-level oversight of administrative operations for the Executive Director's team in Smarter Balanced and the processes associated with the governance of the Consortium. The Executive Administrator plans and implements strategic goals, operational objectives, and work plans related to the work of the Executive Director, the Governing Board, and the Executive Committee of the Governing Board. To achieve the desired outcomes, the Executive Administrator delegates, monitors, and reviews assignments across the organization on behalf of the Executive Director. Similarly, the incumbent is responsible for planning, preparing, administering, and directing resources for the executive team.

APPOINTMENT INFORMATION

Budgeted Salary: $74,300 - $98,285/year. Salary commensurate with skills, qualifications and experience.
Under California law, the University of California, Santa Cruz is required to post a reasonable estimate of the compensation for this role. The salary shown above is the budgeted amount the University reasonably expects to pay and the salary extended should not exceed this posted amount.

Benefits Level Eligibility: Full benefits

Schedule Information:

• Full-time, Fixed
• Percentage of Time: 100%, 40 Hours per Week
• Days of the Week: Mon-Fri
• Shift Includes: Day

Employee Classification: Career appointment

Job End Date: None

Work Location: Remote

Union Representation: Non-Represented

Job Code Classification: 007377 (ADMIN OFCR 3)

Travel: Up to 25% of the time

JOB DUTIES

35% - Administrative Operations

• Oversees, plans, and administers a range of administrative operations for the Executive Director.
• Engages in strategic planning of Executive Committee and associated Governing Board decisions. Ensures that decisions are well planned, and supported by documents that are accurate coherent, engaging, and achieve the desired outcomes.
• Provides critical and high-level advice and administrative functions that ensure the Executive Director can address the highest organizational priorities based on a comprehensive understanding of the Executive Director's role and the needs of the organization.
• Makes decisions in support of the executive team and has authority over executive resources processes and unit procedures.
• Has oversight of and provides direction to other staff in support of organization-wide projects as needed.
• Interprets University of California policies as well as Consortium practices and advises the executive accordingly.
• Creates comprehensive systems of documentation that ensures that presentations, action items, decisions, votes, and other essential pieces of information are accessible to staff as appropriate to their role.

25% - Executive Projects

• Responsible for initiating and managing projects and associated contracts that fall under the direct purview of the Executive Director.
• Develops and maintains a system of accountability among the Executive team to ensure that there is sufficient Executive oversight regarding the progress of the organization as it relates to the strategic plan, organizational key performance metrics, and the timely completion of high-priority tasks and projects.
• As necessary, reviews contracts, requests for proposals, non-disclosure agreements, and other binding documents to ensure that statements of work, proposed deliverables, and service levels, meet the Executive Director's requirements.

25% - Communication

• Engages with a broad range of constituents both internal and external to the organization.
• Leads the design of content, and prepares documents and correspondence for internal and external organizational constituents as needed.
• Serves as a representative for the Executive Director in confidential and non-confidential settings when the Executive Director is not available.

15% - General Administration

• Makes recommendations on maintaining and strengthening internal controls to protect University resources.
• Develops and prepares budgets, financials, and other reports which may be complex.

REQUIRED QUALIFICATIONS

• Bachelor's degree in related area and / or equivalent experience / training.
• Minimum of 5 years experience in using critical thinking, problem solving, and strategic communication to support an executive leader.
• Minimum of 5 years experience in using critical thinking, problem solving, and strategic communication to support a Board of Directors or Trustees for a non-profit organization or government agency.
• Attention to detail, ingenuity, discretion, and flexibility.
• Excellent verbal and active-listening skills.
• Demonstrated of excellent writing skills including the ability to proof documents, adhere to style guidelines and otherwise maintain a high standard for documents and presentation materials.
• Excellent organizational skills, ability to manage tasks and projects, fluctuating workloads, and multiple assignments with ongoing demanding timelines.
• Ability to use discretion and maintain confidentiality.
• Ability to work cooperatively in a team environment and to develop lasting working relationships.
• Experience using strong customer service skills in association with heads of government agencies, organizational leaders, and critical stakeholders.
• Knowledge of in-person and virtual event and meeting planning.
• Proficient working knowledge of Microsoft Office Suite (Excel, Word, Outlook, and PowerPoint).
• Demonstrated commitment to principles of diversity, equity and inclusion in higher education and the workplace.
• Demonstrated experience in producing deliverables based on the terms of a grant or contract.
• Experience ensuring that organizational practices, services, and behaviors support and promote diversity among staff.

PREFERRED QUALIFICATIONS

• Thorough knowledge of University of California rules and regulations, processes, protocols and procedures for budget, accounting and fund management, and/or personnel management.
• Thorough knowledge regarding the operations of K-12 educational organizations (e.g. schools, districts, state departments of education).
• Experience supporting a K-12 District School Board.
• Knowledge regarding large scale educational assessment.

SPECIAL CONDITIONS OF EMPLOYMENT

• Selected candidate will be required to pass a pre-employment criminal history background check.
• Ability to work long periods of time at a computer with or without accommodation.
• This is a fully remote position, and the selected candidate must be able to work successfully from a home/remote office and be able to fulfill the requirements of the UCSC telecommuting agreement.
• Ability to work overtime including evenings, nights, weekends and holidays to meet operational needs, and work an alternate work schedule shift as required.
• Selected candidate will be required to complete training within established time frames as directed including UC compliance training.
• Ability to travel nationally.
• Ability to maintain appearance and conduct suitable for working in a professional setting.
• The University of California has implemented a Vaccination Policy covering all employees. Employees, including new hires, are required to comply with any applicable policies relating to the University of California vaccine program.

SAFETY STATEMENT

All UCSC employees must understand and follow job safety procedures, attend required health and safety training, proactively promote safety at work, and promptly report actual and potential accidents and injuries.

EEO/AA

The University of California is an Equal Employment 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, age, or protected veteran status. UC Santa Cruz is committed to excellence through diversity and strives to establish a climate that welcomes, celebrates, and promotes respect for the contributions of all students and employees.

For the University of California's Affirmative Action Policy please visit: https://policy.ucop.edu/doc/4010393/PPSM-20

For the University of California's Anti-Discrimination Policy, please visit: https://policy.ucop.edu/doc/1001004/Anti-Discrimination