"Executive Assistant Dean (ADMIN MGR 3)"

Job ID

70883

Job Summary

(#MGR234) Under the direction of the Dean of the College of Letters and Science (L&S), the Executive Assistant Dean (EAD) serves as the chief financial and administrative officer for the College of Letters and Science, overseeing through subordinate managers of disciplinary and functional areas, all functions required for the effective business operations of the College. The EAD has overall responsibility for the College’s administrative and financial functions, including direct administrative and budgetary support (under the dean) for College-wide L&S units of: 1) development and alumni relations, 2) marketing and communications, and 3) coordination and administrative oversight of the administrative and budgetary functions of the college. The EAD will also provide indirect administrative and financial support for the College’s Office of Undergraduate Education and Advising. Key responsibilities for this position will be to provide leadership for strategic planning and oversight for fiscal operations, resource management, administrative policy and procedure, staff and academic personnel management, information technology, space planning, safety and facilities management for the College as a whole. 

Apply By Date

August 15^th, 2024 Interviews and recruiting process may occur at any time

Qualifications

Minimum Qualifications

• A minimum of ten years of higher-level administrative experience within a large, complex environment at an institution of higher education. Experience and proven track record as an effective leader in the areas of, budget and financial management, facilities planning and administration, technology management, and personnel management.
• Significant Experience and proven exceptional skills in financial planning and analysis to manage financial operations that include significant budgets across large, federated and complex organizations. Experience in financial forecasting and in the development and use of sophisticated tools and financial models to monitor funds, make projections, and design management reports. High degree of understanding of financial systems and tools and their use and structure.
• Demonstrated high level leadership and progressive growth in leadership responsibilities. Proven track record of building and maintaining strong leadership teams. Team building skills to effectively recruit, train, evaluate, motivate, resolve problems/conflicts, conduct performance management, and build an effective service-oriented, team environment.
• Exceptional interpersonal, communication, conflict management, and collaboration skills to clearly and effectively interact with diverse groups and individuals, secure and/or provide information to clarify situations, resolve problems and communicate policy decisions. Established track record of building collaborative relationships across challenging organizations and administrations to get work done.
• Cleary demonstrated ability to apply interpersonal and communication skills to effectively interact with diverse groups and individuals at all levels of the organization, establish formal and informal relationships with others to provide feedback, information, and support, secure and/or provide information to clarify situations and decisions, resolve problems in a collaborative manner and communicate policy decisions.
• Highly refined analysis skills to review complex information or problems in an objective manner and derive logical conclusions to provide a sound basis for establishing priorities and selecting appropriate courses of action. Strong project management skills to take complex, high impact projects from conception to fruition in a timely and effective manner across an extraordinarily geographically diverse college.
• Demonstrated strong strategic planning, analytical and program evaluation skills to effectively provide sound recommendations and continually examine systems and develop or revise to accommodate change requirements, including skills to analyze and evaluate information and situations; consider cause and effect relationships in decision-making; synthesize ideas and integrate information; investigate and identify root causes of issues and to effectively assess short-term and long-term implications of changes to processes and systems.

Preferred Qualifications

• Advanced degree (masters or higher).
• Management experience in higher education preferred
• Experience or interest in developing computer models using institutional data, including predictive modeling, to support analysis and decision making by the Dean and other senior College leaders.
• Experience working as an Assistant Dean or Department Administrator preferred.
• Knowledge of university/campus policies and procedures in the areas of budgeting/finance, and facilities/space planning.
• Working knowledge of the policies, procedures and practices of the UC system, and in particular, the University of California, Davis.

Key Responsibilities

• 50% - Leadership and Management 
• 25% - Program Development 
• 25% - Fiscal & Business Planning and Operations 

Department Overview

L&S is the largest academic unit on the Davis campus. It includes approximately 600 Senate faculty and 330 non-Senate faculty members, 106 additional Academic Federation members (apart from non-Senate faculty), 1400 Teaching Assistant/Associate-In appointments, 540 Graduate Student Researchers and almost 400 staff. The combined faculty teach the core curriculum for virtually all 32,000 undergraduate students in the university, with more than 14,500 majors in L&S, in addition to mentoring more than 1,500 graduate students pursuing degrees in 26 graduate programs or groups, as well as numerous designated emphases. The College offers 54 undergraduate majors leading to BA or BS degrees, 26 graduate programs and graduate groups offering PhD and master’s degrees, and additional interdisciplinary programs. The Dean and the EAD provide overall administrative leadership for the disciplinary activities of the College in partnership with the College Executive Committee. The annual L&S budget is approximately $315 million consisting of $252 million in state funds and tuition (core funds) and $12 million in other fund sources. In addition, extramural expenditures total approximately $51 million annually. More than 830,000 square feet of research, teaching and administrative space is assigned to the College.

POSITION INFORMATION

• Salary or Pay Range: $129,000 - $294,000 annually 
• Salary Frequency: Monthly
• Salary Grade: Grade 28
• UC Job Title: ADMIN MGR 3
• Number of Positions: 1
• Appointment Type: Staff: Career
• Percentage of Time: 1.0
• Shift Hours: Variable 8 hour shifts 
• Location: SSH, Davis CA 
• Union Representation: Non-Represented (PPSM)
• Benefits Eligible: Yes
• Hybrid/Remote/Onsite: Onsite with potential for hybrid work 
• This in not a H1-B opportunity

Benefits

Outstanding benefits and perks are among the many rewards of working for the University of California. UC Davis offers a full range of benefits, resources and programs to help you bring your best self to work, as well as to help you and your family achieve your health, wellness, financial and career goals. Learn more about the benefits below and eligibility rules by visiting either our handy Benefits Summary for UC Davis Health Employees or Benefits Summary for UC Davis Employees and our Benefits Page.

• High quality and low-cost medical plans to choose from to fit your family’s needs
• For eligible roles, UC pays for Dental and Vision insurance premiums for you and your family
• Extensive leave benefits including Pregnancy and Parental Leave, Family & Medical Leave
• Paid Holidays annually as stipulated in the UC Davis Policies or Collective Bargaining Agreement
• Paid Time Off/Vacation/Sick Time as stipulated in the UC Davis Policies or Collective Bargaining Agreement
• Continuing Education (CE) allowance and Education Reimbursement Program as stipulated in the UC Davis Policies or Collective Bargaining Agreement
• Access to free professional development courses and learning opportunities for personal and professional growth
• WorkLife and Wellness programs and resources
• On-site Employee Assistance Program including access to free mental health services
• Supplemental insurance offered including additional life, short/long term disability, pet insurance and legal coverage
• Public Service Loan Forgiveness (PSFL) Qualified Employer & Student Loan Repayment Assistance Program for qualified roles 
• Retirement benefit options for eligible roles including Pension and other Retirement Saving Plans. More information on our retirement benefits can be found here
• UC Davis cares about building a community, which is why we provide resources to enhance diversity, equity and inclusion as well as Employee Resource Groups (ERGs) to support our staff

Physical Demands

• Work at a computer for long periods of time.

Special Requirements

• Background Check. This position is a critical position and subject to a background check. Employment is contingent upon successful completion of background investigation including criminal history and identity checks.
• The Smoke and Tobacco Free Environment policy is intended to provide a healthier, safer, and more productive work and learning environment for the entire UC community. The University of California prohibits smoking and tobacco use at all University owned or leased properties, or facilities operated by UC staff or faculty. Smoking and tobacco use are strictly prohibited in indoor and outdoor spaces, parking lots, residential space, and University vehicles. https://ucdavispolicy.ellucid.com/documents/view/271

Diversity, Equity, Inclusion and Belonging

At UC Davis, we’re solving life’s most urgent challenges to bring a fuller, healthier, and more resilient world within reach. We grow from every challenge we take on and we don’t just maintain - we improve. We recognize that creating an inclusive and intellectually vibrant organization means understanding and valuing both our individual differences and our common ground. The most comprehensive solutions come from the most diverse minds, and you belong here. As you consider joining UC Davis, please explore our Principles of Community, our Clinical Strategic Plan and strategic vision for research and education, and our latest efforts to outgrow the expected. The University of California, Davis is an Equal 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. 

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.

Because we want you to be seen, our recruiting process at UC Davis fosters authenticity, diversity, and inclusion. Studies have shown that some people may not apply to jobs unless they meet every single qualification. Each unique role at UC Davis has a set of requirements and you could be perfect for this role, or you could be perfect for the next role! Don’t meet all the requirements? We still encourage you to apply! #YouBelongHere