"Executive Assistant to the CIO"

Position Information

As Executive Assistant to the Associate Vice Chancellor and CIO, this position functions with a high degree of autonomy and is responsible for establishing and maintaining a professional and cooperative working environment within the CIO's office and abides by or enforces policies and procedures to achieve maximum efficiency. Provides executive-level programmatic, analytical, and administrative support on a wide range of issues, projects, programs, and on matters of importance to Information Technology Solutions (ITS). Operates with a high level of confidentiality, discretion and diplomacy when interacting with UCR consituents including ITS Leadership and staff. The incumbent will work collaboratively with internal and external constituents including, faculty, staff, students, and vendors. Has a thorough understanding of the CIO's priorities and expectations and takes these into account in coordinating the CIO's schedule. Manages the CIO's calendar and assures that the CIO is fully briefed and has all relevant background materials for each engagement. Coordinates with other staff to clarify and arrange details of meetings. Ensures relevant materials, data, resources, information are summarized and compiled, as appropriate and applicable to a wide variety of situations and audiences. As required, prepares communications, arranges meetings/travel schedules, oversees special projects (such as ITS event planning) and the review of hardware and software purchases made UCR organizations other than ITS. This position will develop and distribute agendas, prepare presentations on behalf of the CIO, attend meetings, take minutes/record highlights and tracks action items, and initiate follow-up as necessary. Maintains electronic and hard copy filing systems for easy retrieval.

This position is classified as on-site.

The full salary range for the Executive Assistant is $74,384.25 - $108,710.47 annually. However, the expected pay scale for this position is up to $96,535.76 annually. We base salary offers on a variety of considerations, such as education, licensure and certifications, experience, and other business and organizational needs.

Requirements

Educational Requirements

• Bachelor's degree in related area and/or equivalent experience/training. Required

Experience Requirements

• 4-7 years of related experience. Required

Special Conditions

• Background Check Required
• Occasional travel for university related business meetings, conferences and/or professional development. Required
• Travel Outside of Normal Business Hours Required

Minimum Requirements

• Strong service orientation.
• Ability to use high-level discretion and maintain a high level of confidentiality.
• Advising and counseling skills
• Strong skills to communicate with all levels of staff, faculty, students, and external constituencies, both verbally and in writing.
• Solid analytical/problem-solving skills with the ability to research and synthesize data
• Familiarity with the organization's processes, protocols, and procedures.
• Ability to multi-task with demanding time frames.
• 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.
• Thorough knowledge of common organization-specific and other computer application programs, including Google Workspace suite (Google Drive, Docs, Slides, etc.).
• Ability to manage small to mid-level projects.
• Experience preparing and distributing agendas and writing detailed meeting minutes.

Preferred Qualifications

• Knowledge of federal regulations such as FERPA.
• Strong familiarity with UCR Business and Finance Bulletin G-28 (Travel) and UCR Travel Policy (900-20) as well as Business and Finance Bulletin G-79 (Entertainment) and UCR Entertainment Policy 200-44.
• Proficiency using Workfront for project management
• Possesses exceptional attention to detail, with the ability to meticulously review documents, analyze data, and catch errors to ensure all work outputs are accurate, complete, and of the highest quality.

Key Responsibilities

• Handles the details of a variety of matters on behalf of the executive, including, but not limited to, coordinating the monthly virtual ITS All Hands meeting, coordinating review of all software and hardware purchases by UCR organizations other than ITS, event planning and coordination (for example, departmental off-site meetings, town halls, etc.). 20%
• Functions as the gatekeeper, understanding the requirements of the executive, in order to prioritize issues according to urgency and to allocate time for scheduled events (manages the CIO's calendar). 15%
• Oversees and ensures the daily administrative operations run smoothly for the executive's office. 10%
• Prepares confidential reports for senior staff, systemwide, and other officials. 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. Handles the details of complex and highly sensitive matters on behalf of the executive 5%
• Responds to inquiries from faculty, staff, students and the public on behalf of the executive regarding organization operations, policies and procedures. 5%
• Investigates issues and problems; drafts and prepares responses to urgent requests. 5%
• Maintains a comprehensive database of initiatives and assignments, to include actions delegated. 5%
• Organizes ad hoc committees appointment by the executive on a broad range of issues. 5%
• Briefs the executive on deadlines and the status of pending issues. 5%
• Researches, compiles, and summarizes issues, policies, and topics; provides background information, talking points and briefing materials for the executive. 5%
• Gathers and consolidates data in order to draft and edit internal communications, professional presentations, and announcements on behalf of the CIO. 5%
• Tracks action items and deliverables for the CIO's direct reports to ensure completion with sufficient time for the CIO's review. 5%