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Job ID: Location: Main Campus - UCR Schedule: 8AM - 5PM Category: Administrative Salary: $74,384 - $108,710 Full/Part Time: Full-time(100%) Organization: University Library Department: Mihoko Hosoi Application Deadline: Open Until Filled
Position Information: The Executive Assistant to the University Librarian provides administrative oversight for the University Librarian (UL), including the coordination of communications among the UL's subordinate management staff, and oversees the daily administrative operations of Library Administration.
The full salary range for the Executive Assistant to the University Librarian is $74,384.25 - $108,710.47 annually. However, the expected pay scale for this position is up to $100,000 annually. We base salary offers on a variety of considerations, such as education, licensure and certifications, experience, and other business and organizational needs.
Applicants must have current work authorization when accepting a UCR staff position. Currently, we are unable to sponsor or take over sponsorship of an employment Visa for staff.
As a University employee, you will be required to comply with all applicable University policies and/or collective bargaining agreements, as may be amended from time to time. Federal, state, or local government directives may impose additional requirements.
Please note that this position is expected to be primarily on-site each day Monday - Friday, with some remote work on an ad hoc basis.
Requirements: Requirements
Educational Requirements
Bachelor's degree in related area and/or equivalent experience/training.
Required
Experience Requirements
Minimum of 5 years of related experience.
Required
Experience providing administrative oversight for an executive in an academic environment.
Preferred
Minimum Requirements
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.
Strong service orientation.
Strong skills to communicate effectively with all levels of staff, faculty, alumni/donors, students and external constituencies; both verbally and in writing.
Strong skills in analysis and complex problem-solving.
Advising and counseling skills.
Ability to multi-task with demanding timeframes.
Ability to use high-level discretion and maintain a high level of confidentiality.
Ability to accurately apply a wide variety of policies and procedures.
Ability to perform accurate, detailed work.
Ability to organize work, establish priorities and meet deadlines.
Ability to establish and maintain professional working relationships.
Ability to display initiative and remain flexible in a fast-paced and changing environment.
Ability to foster a respectful, cooperative, professional and courteous environment, maintain confidentiality, and employ tact and diplomacy.
Ability to participate in evening and weekend events, as needed.
Preferred Qualifications
Familiarity with the organization's processes, protocols and procedures.
Knowledge of federal regulations such as FERPA.
Thorough knowledge of common organization-specific and other computer application programs.
Additional Information: Additional Information
In the Heart of Inland Southern California, UC Riverside is located on nearly 1,200 acres near Box Springs Mountain in Southern California; the park-like campus provides convenient access to the vibrant and growing Inland region. The campus is a living laboratory for the exploration of issues critical to growing communities' air, water, energy, transportation, politics, the arts, history, and culture. UCR gives every student, faculty and staff member the resources to explore, engage, imagine and excel.
UC Riverside is recognized as one of the most ethnically diverse research universities in the country boasting several key rankings of which we are extremely proud.
UC Riverside is proud to be ranked No. 12 among all U.S. universities, according to Money Magazine's 2020 rankings, and among the top 1 percent of universities worldwide, according to the 2019-20 Center for World University rankings.
UC Riverside is the top university in the United States for social mobility. - U.S. News 2020
UCR is a member of the University Innovation Alliance, the leading national coalition of public research universities committed to improving student success for low-income, first-generation, and students of color.
Among top-tier universities, UC Riverside ranks No. 2 in financial aid. - Business Insider 2019
Ranked No. 2 in the world for research, UCR's Department of Entomology maintains one of the largest collections of insect specimens the nation. - Center for World University Rankings
UCR's distinguished faculty boasts 2 Nobel Laureates, and 13 members of the National Academies of Science and Medicine.
The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected categories under state or federal law. It is the policy of the University of California to undertake affirmative action and anti-discrimination efforts, consistent with its obligations as a Federal and State contractor.
General Information EXEC AST 3 CX 004702 20 Mihoko Hosoi Mihoko Hosoi
Generic Scope Experienced professional who knows how to apply theory and put it into practice with in-depth understanding of the professional field; independently performs the full range of responsibilities within the function; possesses broad job knowledge; analyzes problems/issues of diverse scope and determines solutions.
Custom Scope For a senior manager (i.e. direct report to a direct report to the President, Chancellor or Health System CEO), ensures administrative processes and office operations run smoothly in the executive's office. Demonstrates good judgment in selecting methods and techniques for obtaining solutions.
Department Custom Scope The Executive Assistant to the University Librarian provides administrative oversight for the University Librarian (UL), including the coordination of communications among the UL's subordinate management staff, and oversees the daily administrative operations of Library Administration.
Key Responsibilities: Key Responsibilities DescriptionPercent Time
Functions as the gatekeeper, understanding the requirements of the UL, in order to prioritize issues according to urgency and to allocate time for scheduled events, travel and meetings. Ensures the UL is briefed and prepared for meetings, events and travel. Assists with scheduling meetings, polls and taking minutes when requested for non-confidential business meetings. Acts as coordinator for UL events, workshops, retreats and senior level visits. Manages complex calendar, making independent decisions regarding the UL's calendar based on understanding priorities and the key stakeholders, constituents, colleagues and campus leadership the UL needs to meet with, while limiting those who may make undue demands on their calendar. Responsible for creating and updating meeting agendas and taking minutes for high-level meetings.
25%
Oversees and ensures the daily administrative operations run smoothly for the UL's office. Screens incoming mail, phone calls and visitors while representing the Administrative Office in a professional manner. Maintains utmost discretion and confidentiality of information. Maintains communication with Financial & Administrative Assistant to serve as back-up as needed.
15%
Provides executive level administrative support to the UL while serving as a resource to the UL's subordinate management staff. Performs special projects or assignments that are highly sensitive or complex in nature. Arranges travel (local, state, national, international) for the University Librarian and creates expense reports upon trip completion. Handles the details of a variety of matters on behalf of the UL. Researches, compiles and summarizes issues, policies and topics; provides background information, talking points and briefing materials for the UL.
15%
Prepares responses to urgent divisional requests on behalf of the UL. Responds to inquiries from faculty, staff, students and the public on behalf of the executive regarding organization operations, policies and procedures. Prepares reports for senior staff, systemwide and other officials. Prepares confidential and routine correspondence on behalf of the UL, to include campus-wide announcements, Library documentation and correspondence with a variety of constituents.
5%
Participates in the development and implementation of efficient and effective systems for managing information, projects and communications to ensure accurate and timely responses.
5%
Makes high level contacts of a sensitive nature, internally and externally requiring discretion and diplomacy.
5%
Manages University Librarian records.
5%
Maintains knowledge of current industry trends and performs continuous assessment of innovative methodologies, technologies and approaches. Identifies opportunities for improvement and communicates them to the supervisor.