Executive Assistant to the CPEVC

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INITIAL REVIEW DATE (IRD)

UC Santa Cruz jobs are posted until filled. All application materials submitted by 11:59 pm on the IRD will be routed to the hiring team for consideration. NOTE: Applicants who miss the IRD are still encouraged to apply; their materials will still be forwarded for consideration if requested by the hiring team. Application materials cannot be accepted outside of the jobs portal. Applications cannot be edited on an applicant's behalf. For more information about the IRD and the applicant review process, view this link.

The IRD for this job is: 11-23-2026

ABOUT UC SANTA CRUZ

UC Santa Cruz is a public university like no other in California, combining the experience of a small, liberal arts college with the depth and rigor of a major research university. It's known as an unconventional place where innovation and experimentation is part of the campus's DNA. That playful, bold spirit still thrives today, all on a campus renowned as among the most beautiful in the world.

DEPARTMENT OVERVIEW

As the campus Chief Academic Officer and Chief Operations Officer, the Campus Provost/Executive Vice Chancellor (CP/EVC) is responsible for providing vision and guidance to campus senior leaders as they work to fulfill our campus mission and attain our strategic goals. The CP/EVC works closely with the Chancellor and the campus leadership team to engage faculty in the creation of a vibrant academic and research vision, infuse an entrepreneurial spirit to the creation of new sources of revenue, provide focused leadership to support student success, and assure a campus commitment to serving first-generation college students and a diverse student population.

The CP/EVC provides leadership in the areas of the campus academic, capital, enrollment and financial planning, policy analysis, and fiscal administration; creating a vision for faculty, student and staff programs that engage and support the campus. The CP/EVC organization is dynamic, with priorities and issues that evolve and change daily. The team is committed to collaboration, the use of digital tools to create efficiencies, in the moment reprioritization and creating a collegial, optimistic and forward-facing environment. As representatives of the CP/EVC, all members of the immediate staff are expected to model the UC Santa Cruz Principles of Community in their interactions with senior leaders, faculty, students and staff at all levels of the organization, with colleagues throughout the UC system and in their interactions with agencies, organizations and individuals outside of the UC system.

JOB SUMMARY

The executive assistant is a member of the Campus Provost/Executive Vice Chancellor's (CP/EVC) direct support team. The CP/EVC's direct support staff work in tandem to provide seamless administrative support to the CP/EVC. The staff foster a positive, high-performance, and collaborative environment and actively collaborate with colleagues in the CP/EVC office, throughout the campus and systemwide to support the productivity of the CP/EVC. Under the Direction of the CP/EVC, the incumbent is responsible for providing comprehensive, executive-level support. The incumbent learns the CP/EVC's priorities, initiatives, and deliverables and uses that knowledge to strategically support the daily schedules and long-range planning.

Collaborates with all administrative staff in departments, directly reporting to the senior leadership and across campus. Uses concepts, skills, and organizational objectives to resolve the most complex issues with organization-wide impact. The ability to adapt to constantly shifting priorities while managing strict and sometimes competing deadlines and unexpected urgent situations is necessary. This is a shared work environment, and being able to thrive as a member of a team in a collaborative environment is critical. The position requires the ability to multitask, strong organizational, communication, and critical thinking skills. This position requires an appreciation of the mission of the institution as well as the insight, tact, discretion, and diplomacy to interact effectively with university senior leaders, staff, faculty, students, and community members.

APPOINTMENT INFORMATION

Budgeted Salary: $91,000 - $114,000/annually. Salary commensurate with skills, qualifications and experience.
Under California law, the University of California, Santa Cruz is required to post a reasonable estimate of the compensation for this role. The salary shown above is the budgeted amount the University reasonably expects to pay and the salary extended should not exceed this posted amount.

Benefits Level Eligibility: Mid-Level benefits

Schedule Information:

• Full-time, Fixed
• Percentage of Time: 100%, 40 Hours per Week
• Days of the Week: Mon-Fri
• Shift Includes: Day

Employee Classification: Contract appointment

Job End Date: 06/30/2027 with the possibility of extension

Work Location: UC Santa Cruz Main Campus

Union Representation: Non-Represented

Job Code Classification: EXEC AST 4 (007385)

Travel: Never or Rarely

JOB DUTIES

90% - Executive Support

• As a member of a collaborative and high-performing administrative team, addresses the support needs of the Campus Provost/Executive Vice Chancellor (CP/EVC) in an effective, efficient, and timely manner. Has access to email accounts and/or messages of the Campus Provost/Executive Vice Chancellor and/or Assistant Executive Vice Chancellor; has access to information that contributes significantly to management positions on collective bargaining.
  • Works in partnership with the administrative support team to prioritize all incoming requests, inquiries, and action items; collaborates with other administrative divisional and campus-level staff to facilitate CP/EVC's advancement of campus priorities; handles the details of complex and highly sensitive matters on behalf of the executive.
  • Duties include:
    • Manages highly impacted CP/EVC calendar with an understanding of the nuanced requirements of the CP/EVC, balancing the advancement of priorities and initiatives, attending to urgent issues, and maintaining regular contact with key constituents and leaders and allocates time accordingly.
    • Responds and coordinates speaking requests of CP/EVC, working with such offices as University Advancement, academic divisions, and the Chancellor's Office.
    • Allocates CP/EVC's time and manages scheduled administrative and scholarly events, travel, meetings, and focused time for the completion of critical tasks.
    • Coordinates and schedules meetings, including room reservation, video conferencing, equipment, and catering needs.
    • Briefs CP/EVC in a timely fashion, on priorities, deadlines, and status of pending issues.
    • Applies analytical and problem-solving skills to respond to a wide variety of questions and issues from faculty, staff, students, and the public on behalf of CP/EVC, including those highly sensitive in nature.
    • Communicates and engages effectively with high-level internal and external constituents, with a high degree of discretion and diplomacy.
    • Responds to inquiries from faculty, staff, students, and the public on behalf of the CP/EVC on a wide variety of matters; handles inquiries with sensitivity and tact.
    • Oversees coordination of CP/EVC's travel arrangement and reconciliation of expenses.
    • Work closely with the team and the Records Management Office to archive, retrieve and store records according to campus policies; organizes and archive emails to facilitate future retrieval.
    • Independently coordinates standing and ad hoc meetings on a broad range of issues.
    • May organize large-scale events, arranging and managing logistics, agenda development, guest accommodations, travel, etc.
    • Serves as liaison for the CP/EVC to a diverse constituency, including the Office of the President, senior management, faculty, staff, students and community members. Facilitates the flow of information among these offices to ensure deadlines are met and information and reports are received from relevant units in a timely manner.
    • Serves as a backup for the Executive Analyst and other Executive Support Admin staff during peak workload times or during an absence, which includes and not limited to taking meeting minutes, researching, creating, and updating daily briefing packets to provide background information, talking points, links, agendas, and other essential materials in preparation for the next day's schedule.

5% - Systems Improvement and Work Management

• Participates in the development and implementation of improved systems for effectively and efficiently managing calendars, information, projects and communications to ensure accurate and timely responses.
• Track activities on UC Office of the President mandates, campus special projects, and CP/EVC initiatives.
• Maintains a comprehensive database of initiatives and assignments.

5% - Development Activities

• Participate in workshops and trainings, professional groups and organizations in order to enhance skills and stay current on tools.

REQUIRED QUALIFICATIONS

• Bachelor's degree in related area and/or equivalent experience and/or training
• Experience scheduling and managing a calendar.
• Experience in providing administrative support.
• Intermediate to advanced knowledge of common computer application programs including experience with video conferencing technology.
• Solid analytical as well as problem identification and problem solving skills.
• Excellent interpersonal skills with the ability to actively listen, obtain clarification, and de-escalate.
• Excellent project management skills.
• Strong customer service skills.
• Strong skills to verbally communicate and influence effectively with all levels of staff, faculty, alumni/donors, students and external constituents.
• Strong skills to communicate and influence effectively in writing with all levels of staff, faculty, alumni/donors, students and external constituents.
• Political acumen, awareness and sensitivities to the differing perspectives and political circumstances within all levels of the organization including the Office of the President and external constituencies.
• Advising and counseling skills.
• Demonstrated ability to work collaboratively with a team on projects and in a shared work environment.
• Demonstrated ability to use high-level discretion and maintain confidentiality.
• Exceptional attention to detail and ability to retain information.
• Ability to work effectively with students, faculty, and staff, including individuals from a wide variety of cultures and backgrounds.

PREFERRED QUALIFICATIONS

• Advanced knowledge of the organization's processes, protocols and procedures.
• Familiarity with the organizational structure of the campus.
• Knowledge of federal regulations such as FERPA.
• Familiarity with document management systems.

SPECIAL CONDITIONS OF EMPLOYMENT

• Selected candidate will be required to pass a pre-employment criminal history background check.
• Selected candidate must pass the employment misconduct disclosure process.
• Ability to work long periods of time at a computer with or without accommodation.
• The selected candidate will be required to work primarily on campus, with periods of remote work possible based on operational needs. If a hybrid work schedule is confirmed, the selected candidate must be able to work successfully from a home/remote office and be able to fulfill the requirements of the UCSC telecommuting agreement.
• Ability to work occasional evenings and weekends as directed.
• Selected candidate will be required to complete training within established time frames as directed including UC compliance training.
• Ability to travel to multiple work locations on and off campus.
• Ability to maintain appearance and conduct suitable for working in a professional setting.
• Selected candidate will be required to complete training within established time frames as directed including UC compliance training.
• The University of California has implemented a Vaccination Policy covering all employees. Employees, including new hires, are required to comply with any applicable policies relating to the University of California vaccine program.
• Per the Child Abuse and Neglect Reporting Act (CANRA), this position has been identified as a Mandated Reporter. The selected candidate will be required to report known or suspected child abuse or neglect as defined by CANRA and will be required to sign a Statement Acknowledging Requirement to Report Child Abuse prior to commencing employment. CANRA Penal Codes, and related definitions, requirements, and responsibilities may be obtained here.
• Exercise the utmost discretion in managing sensitive information learned in the course of performing their duties. Sensitive information includes but is not limited to employee and student records, health and patient records, financial data, strategic plans, proprietary information and any other sensitive or non-public information learned during the course and scope of employment. Understands that sensitive information should be shared on a limited basis and actively takes steps to limit access to sensitive information to individuals who have legitimate business need to know. Ensure that sensitive information is properly safeguarded. Follow all organizational policies and laws on data protection and privacy. This includes secure handling of physical and digital records and proper usage of IT systems to prevent data leaks. The unauthorized or improper disclosure of confidential work-related information obtained from any source on any work-related matter is a violation of these expectations.

MISCONDUCT DISCLOSURE REQUIREMENT

As a condition of employment, the final candidate who accepts a conditional offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; received notice of any allegations or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer.

• "Misconduct" means any violation of the policies or laws governing conduct at the applicant's previous place of employment, including, but not limited to, violations of policies or laws prohibiting sexual harassment, sexual assault, or other forms of harassment, discrimination, dishonesty, or unethical conduct, as defined by the employer. For reference, below are UC's policies addressing some forms of misconduct:
  • UC Sexual Violence and Sexual Harassment Policy
  • UC Anti-Discrimination Policy
  • Abusive Conduct in the Workplace

SAFETY STATEMENT

All UCSC employees must understand and follow job safety procedures, attend required health and safety training, proactively promote safety at work, and promptly report actual and potential accidents and injuries.

NOTICE OF AVAILABILITY

EEO/AA

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 covered by the UC Anti-Discrimination Policy.

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.