Mountain West HERC

Executive Analyst & Coordinator to Provost/Executive Vice Chancellor

University of California Riverside


Job ID: 33348823

Category: Administrative

Organization: Provost/Exec Vice Chancellor

Department: Provosts Office Gen Ops

Location: Main Campus - UCR

Salary: $71,100 - $128,700

Date Posted: May 10, 2024

Application Deadline: Open Until Filled

Schedule: 8AM - 5PM

Full/Part Time: Full-time(100%)

Level of Supervision: Direction

Other Information: Qualifies for Employee Referral Bonus: No

UC Internal Job: No

Position Information

The Executive Analyst & Coordinator provides high-level support and coordination to the Provost and Executive Vice Chancellor (P/EVC). The incumbent is a creative, independent problem-solver who is confident, proactive, adaptable, and observant. Sound judgment, tact, discretion, close attention to detail, and the ability to multi-task under pressure are essential characteristics. The ability to learn quickly and a willingness to welcome new challenges also are indispensable. The Executive Analyst & Coordinator is responsible for representing the Provost's office in a professional manner to a variety of internal and external constituents, including Deans, Vice Chancellors, staff, faculty, students, community members, visitors, and the UC Office of the President. The incumbent has a thorough understanding of the Provost's priorities and expectations, coordinates and prioritizes the Provost's schedule, and ensures that the Provost is briefed and prepared for meetings and events. The incumbent also assists with university communications and events sponsored by the Provost's office, provides scheduling support for the Associate Provost, and supervises the student employees in the office. The Executive Analyst & Coordinator is also expected to continually enhance their skillset through ongoing professional development.

Please Note: Candidates are required to submit a cover letter and resume for full consideration.

The full salary range for the Executive Analyst & Coordinator to Provost/Executive Vice Chancellor is $71,100 - $128,700 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.

Educational Requirements
Degree: Requirement:
Bachelor's degree in related area and/or equivalent experience/training.: Required
Advanced degree in related area.: Preferred

Experience Requirements
Experience: Requirement:
6 - 10 years of related experience.: Required
Demonstrated extensive and progressive experience providing high-level executive, project management and analytical support within a complex organization; including experience in coordinating special events, appointments, meetings, briefings and committees.: Required

Minimum Requirements

• Strong analytical/problem-solving skills.
  
• 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 skills to communicate and influence effectively with all levels of staff, faculty, alumni/donors, students and external constituents, both verbally and in writing.
  
• Small to mid-level project management skills.
  
• Ability to multi-task with demanding timeframes.
  
• Ability to use a high level of discretion and maintain all confidentiality.
  
• Advanced service orientation.
  
• Demonstrated skill in use of informational systems with software in a Windows-environment (Word,
• Microsoft Exchange, Corp Time, Excel, Access, PowerPoint).
  
• Skill in expressing ideas clearly and convincingly; skill in identifying the correct issues to be communicated, the appropriate audience, the method of communication and the timing of communication.
  
• Skill in establishing and maintaining cooperative working relationships, establishing rapport and gaining the trust of others. Ability to work with diverse populations at all levels internal and external to the organization.
  
• Demonstrated ability to use sound judgment and tact in all matters, while paying close attention to detail.
  
• Ability to work independently, functioning confidently, proactively, and observantly while welcoming new challenges.

Preferred Qualifications

• Advanced knowledge of the organization's processes, protocols and procedures.
  
• Knowledge of federal regulations such as FERPA.
  
• Intermediate to advanced knowledge of common organization-specific computer applications.
  
• Advising and counseling skills.
  
• Demonstrated working knowledge of university structure, organization and key administrative players.

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/Affirmative Action Employer with a strong institutional commitment to the achievement of excellence and diversity among its faculty and staff. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, protected veteran status, or any other characteristic protected by law. For information about our generous employee benefits package, visit: Employee Benefits Overview

Job Description Details

General Information

Job Title EXEC AST 4
Job Code 007385
Grade 22
Department Head Elizabeth Watkins
Supervisor Elizabeth Watkins

Generic Scope

Technical leader with a high degree of knowledge in the overall field and recognized expertise in specific areas; problem-solving frequently requires analysis of unique issues/problems without precedent and/or structure. May manage programs that include formulating strategies and administering policies, processes, and resources; functions with a high degree of autonomy.

Custom Scope

For a senior leader (i.e. direct report to the President, Chancellor or Health System CEO), provides leadership and professional expertise for units at the highest levels of administration at the University. Develops and administers systems for managing information, projects and communications throughout unit; functions with a high degree of autonomy. Significant barriers to entry exist at this level (e.g., may require the approval of senior leadership).

Department Custom Scope

The Executive Analyst & Coordinator provides high-level support and coordination to the Provost and Executive Vice Chancellor (P/EVC). The incumbent is a creative, independent problem-solver who is confident, proactive, adaptable, and observant. Sound judgment, tact, discretion, close attention to detail, and the ability to multi-task under pressure are essential characteristics. The ability to learn quickly and a willingness to welcome new challenges also are indispensable. The Executive Analyst & Coordinator is responsible for representing the Provost's office in a professional manner to a variety of internal and external constituents, including Deans, Vice Chancellors, staff, faculty, students, community members, visitors, and the UC Office of the President. The incumbent has a thorough understanding of the Provost's priorities and expectations, coordinates and prioritizes the Provost's schedule, and ensures that the Provost is briefed and prepared for meetings and events. The incumbent also assists with university communications and events sponsored by the Provost's office, provides scheduling support for the Associate Provost, and supervises the student employees in the office. The Executive Analyst & Coordinator is also expected to continually enhance their skillset through ongoing professional development.

Key Responsibilities

Description:Percent Time:

• Functions as the gatekeeper, understanding the requirements of the executive, in order to prioritize issues according to urgency and to allocate time accordingly. Retains ultimate responsibility for scheduling the Provost's time. Manages a complex and highly impacted calendar, ensuring the Provost has adequate time for briefings, meeting preparation and daily review of correspondence/email. Manages the Associate Provost's calendar, including setting appointments, organizing availability and preparing for committee meetings. Consults with the Provost to set appointments on the calendar in accordance with the urgency of the problem, travel schedule and priority of commitments. Organizes ad hoc committees appointed by the executive on a broad range of issues. Develops and implements efficient and effective systems for managing information, projects and communications to ensure accurate and timely responses. Maintain and schedule large matrix of 1:1s, committee meetings, Chancellor meetings and other recurrences set yearly and adjusted regularly. Ensures the Provost is on time to meetings and events. 40%
  
• Directs the daily administrative operations for the executive's office. Direct supervisor to 2-4 student assistants at a given time, including mentoring, recruitments, hiring, training, daily task assignment, off boarding. Supervises the daily administrative operations for the executive's office, including ordering supplies, coordinating office facility work orders, upholding security of the office. Manage the calendar of the conference room (4148 HH) and Provost's satellite cubicle. Screens and records the Provost's incoming mail, including a tracking system to ensure timely response to action items. Routes, responds to, or redirects correspondence as appropriate. Maintains confidentiality of information, records and correspondence, exercises sound judgment and utmost discretion. 15%
  
• Responds to a wide variety of questions and issues from faculty, staff, students and the public on behalf of the executive, including those highly sensitive in nature. Monitors and manages the Provost's general mailbox, responding or forwarding emails as needed. Serves as a liaison to and coordinates the Provost's communications with other high level administrative and academic offices at UCR, UCOP, other campuses and external agencies. Organizes meetings/retreats for the Provost, including arrangements for location/rooms, room set-up, food service, notices/invitations, etc. Develop additions, changes and removal of information to the Provost's website on a regular basis. Manage the Provost's office hour process to campus community, including scheduling, sign ups, and events page submissions.15%
  
• Develops and implements efficient and effective systems for managing information, projects and communications to ensure accurate and timely responses. Gathers thorough information concerning all logistics of special events as well as expectations for the Provost's role. When a speaking role is involved, coordinates preparation of the Provost's remarks, ensuring they are submitted in time for review and revision, if necessary. Organizes all meetings for the Provost, including arrangements for location/rooms, room set-up, food service, notices/invitations, etc. Organizes the annual day-long campus leadership retreat for Provost and Chancellor, including arrangements for location/rooms (often off-site), room set-up, food service, notices/invitations, meeting materials, development and payment of service contracts, etc. Oversees and coordinates complex logistics relating to campus visits by external delegations. 10%
  
• Independently arranges for all necessary travel requirements for the Provost and Associate Provost (including airfare, car rentals, and hotel reservations). Prepares and processes all necessary purchasing for airline tickets, car rentals, registration fees, hotel deposits, etc. Upon return, processes necessary paperwork to obtain reimbursement for travel expenses. 10%
  
• Administrator for Provost's committees, including, but not limited to: Building Safety Emergency Coordinator for Hinderaker Hall, Executive Management Policy Group, UCR Police Accountability Board, Provost's Cabinet, Deans' Council. Schedule meetings, organize agendas, draft meeting minutes, and follow up on action items. Organize and manage the 5-year review process for Provost's direct reports. Develop and revise procedures to ensure a successful completion of a review, including drafting and finalizing a timeline to keep committee on task and on time. Monthly attendance at the campus leadership team meeting to determine and implement follow up for Provost. 10%
  
• Makes high-level contacts of a sensitive nature with both internal and external individuals, requiring a high level of discretion and diplomacy.0%
  
• Maintains a comprehensive database of initiatives and assignments, to include actions delegated to other offices. 0%
  
• Briefs executive in a timely fashion, with regard to priorities and deadlines, on the status of pending issues. 0%
  
• Coordinates information from other departments and tracks to ensure completion with sufficient time for executive review in advance of meetings. 0%
  
• Prepares confidential reports and summarizes issues for senior staff, and other officials within the UC system. 0%
  
• Researches, analyzes and synthesizes information to prepare executive briefings, reports, and summaries. 0%
  
• Organizes ad hoc committees appointed by the executive on a broad range of issues. 0%
  
• Handles the details of complex and highly sensitive matters on behalf of the executive. 0%
  
• Prepares responses to urgent divisional requests on behalf of the executive; takes charge of complex and highly sensitive matters, and independently investigates issues and problems. 0%
  
• Researches, compiles and summarizes complex and/or highly sensitive issues, policies and topics; provides background information, talking points and briefing materials for the executive.0%

Other Requirements

Items Used
Standard Office Equipment


Physical Requirements

Bend: N/A

Sit: Frequently

Squat: N/A

Stand: Frequently

Crawl: N/A

Walk: Frequently

Climb: N/A


Mental Requirements

Read/Comprehend: Constantly

Write: Constantly

Perform Calculations: Constantly

Communicate Orally: Constantly

Reason & Analyze: Constantly


Environmental Requirements
Is exposed to excessive noise: No

Is around moving machinery: No

Is exposed to marked changes in temperature and/or humidity: No

Drives motorized equipment: No

Works in confined quarters: No

Dust: No

Fumes: No


Critical Position
Yes

To apply, please visit: https://jobsportal.ucr.edu/jobs/33348823







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