"Executive Assistant to the University Librarian"

Executive Assistant to the University Librarian

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:

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.

Key Responsibilities:

• 25%: 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.
• 15%: 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.
• 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. 5%
• Performs other duties as assigned. 5%

To apply, visit https://jobsportal.ucr.edu/jobs/36813166