Executive Assistant to the Dean

Executive Assistant to the Dean

Special Instructions to Applicants

This position will work out of our UCLA Downtown location:433 S. Spring Street
Los Angeles, CA 90013

Department Summary

Excelling in quality, innovation, and impact, UCLA Extension (UNEX) is one of the top providers of continuing and professional education in the United States, offering programs and classes to more than 50,000 students per year through approximately 4,500 classes and certificate programs to meet the professional development, continuing education, and personal enrichment needs of the full spectrum of traditional, nontraditional, domestic, international, professional, and continuing education students throughout and beyond Los Angeles.Access, Equity, Diversity, and Inclusion (AEDI) is one of UCLA Extension's guiding principles. We strive to extend access to UCLA, our programs, and services to underrepresented communities and populations, while serving as a model organization for AEDI in the field of continuing higher education. Committed to attracting and retaining diverse staff & instructors, UCLA Extension welcomes your experiences, perspectives, and unique identity.

Position Summary

The Dean of Continuing Education and UCLA Extension serves as the chief executive officer of the organization and provides strategic vision and operational leadership of the school, which has approximately 1,500 instructors and 250 staff. The Dean works to advance academic excellence and outreach and engagement; encourages programmatic innovation; enhances excellence through diversity in educational programs and in the recruitment of instructional staff and students; and fosters an organizational culture benefitting each of its constituencies: faculty, administrators, staff, students, and the public at large. The Dean serves as UCLA Extension's public voice, articulating its contributions to UCLA and to local, state, regional, national, and international communities. The Dean also oversees the Continuing Education of the Bar, a provider of continuing legal education and legal research, located in Oakland, California.

The Executive Assistant reports directly to the Dean. The incumbent is the Dean's liaison with the University of California, Los Angeles(UCLA) community and the public, coordinating communications and gathering pertinent data for the Dean. Balances the extraordinary demands on the Dean's time among leadership members including associate/assistant deans, directors, faculty, staff, students, alumni/donors, the UC Office of the President (UCOP), UC Extension Deans (UEC) and other external constituents. Handles scheduling of all routine and non-routine meetings and arranges Dean-related travel. Regularly handles details and executes work of a highly confidential and critical nature to support the Dean. Researches, compiles, and analyzes data, statistics, and other information, compiling briefing materials for meetings, and reports. Routes correspondence, calls and requests as appropriate, managing, tracking, and archiving information and action items. Collaborates and communicates with executive, academic, and administrative leadership including UCLA Extension, the Chancellor's Office, Professional Schools, the College, UCOP, UC campuses system wide as well as other high-profile contacts. Functions with a high degree of independence and initiative to support the full range of the Dean's activities. Incumbent also coordinates events for the Dean in support of UCLA Extension initiatives and projects, including but not limited to the annual Graduation Celebration, the Distinguished Instructors Awards Ceremony, and other ad-hoc events in support of the mission of UCLA Extension.

Salary & Compensation

*UCLA provides a full pay range. Actual salary offers consider factors, including budget, prior experience, skills, knowledge, abilities, education, licensure and certifications, and other business considerations. Salary offers at the top of the range are not common. Visit UC Benefit package to discover benefits that start on day one, and UC Total Compensation Estimator to calculate the total compensation value with benefits.

Budgeted Pay Scale:
Anticipated Hiring Range - $60,100 to $82,000 / Yr.

Full Salary Range:
USD $60,100.00/Yr. - USD $123,900.00/Yr.

Qualifications

• 7 years Minimum of 7 years of professional office work experience. (Preferred)
  
• 3 years Minimum of 3 years of professional experience as an executive assistant. (Preferred)
  
• Works effectively with conflicting demands, changing priorities, and a very heavy workload; ability to carry out multiple tasks, prioritize competing demands, and meet deadlines. (Required)
  
• Proven ability to organize administrative work functions in an efficient and effective manner and exhibits exceptional judgment and organizational skills. (Required)
  
• Particular attention to detail, accuracy, and follow up with excellent communication skills, with particular attention to context, precision, and clarity. (Required)
  
• Works collaboratively with other departments, campuses, and external units: interacts collegially and diplomatically with all levels of staff as well as posses the ability to work well independently and as a member of a team. (Required)
  
• Proven skills to quickly evaluate complex issues and identify multiple options for resolution. (Required)
  
• Excellent proofreading and editing skills, with particular attention to precision, logic, and clarity. (Required)
  
• Superior ability to compose correspondence and a wide variety of documents using appropriate vocabulary, grammar, spelling, punctuation, context, etc. Ability to assume responsibility for the final editing and quality of all written material leaving the office of the Dean. (Required)
  
• Thorough knowledge of common campus-specific and other application software. (Preferred)
  
• Strong customer service orientation, with excellent interpersonal skills. (Required)
  
• Ability to communicate effectively with all levels of staff, faculty, alumni/donors, students and external constituencies; both verbally and in writing. (Required)
  
• Experience supporting a senior executive leader and ability to use high-level discretion and maintain a high level of confidentiality. (Required)
  
• Ability to function well under pressure and to take quick and effective action as required by the circumstances. (Required)
  
  Special Conditions for Employment
  
  Background Check: Continued employment is contingent upon the completion of a satisfactory background investigation.
  Age Requirement: Candidate(s) must be 18 years or older to be eligible to be hired.
  
  Schedule
  8:00 am to 5:00 pm
  
  Union/Policy Covered
  99-Policy Covered
  
  To Apply, visit:
  https://jobs.ucla.edu/careers-home/jobs/1808?lang=en-us
  
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