Exec Ast. 3 CX, Executive Assistant to the VCR

UC Santa Barbara; Santa Barbara (CA); On-site; USD 71,410 - 82,033; Full time

Benefits offered by this job

Full Benefits

Job summary

UC Santa Barbara seeks an Executive Assistant to the Vice Chancellor for Research (VCR) to provide high-level administrative support for the Office of Research. This role manages the VCR's calendar, coordinates travel, drafts correspondence, and serves as a primary contact for leadership engagements.

The position requires discretion, strong communication, and the ability to handle complex schedules in a fast-paced university environment. Full benefits and a 100% effort allocation are provided.

Qualifications

• Understanding of organizational processes and procedures.
• Proficient with common office software and tools.
• Strong analytical and problem-solving abilities.
• Ability to maintain confidentiality and exercise discretion.
• Excellent communication with diverse stakeholders.

Responsibilities

• Provide executive-level support to the VCR and Office of Research leadership.
• Manage complex calendars, travel arrangements, and scheduling.
• Draft correspondence and coordinate communications for the VCR.
• Serve as primary contact for meetings and Office of Research events.
• Maintain confidentiality and handle sensitive information with tact.

Skills

Process knowledge

Analytical skills

Communication skills

Discretion

Service orientation

Education

Bachelor's Degree

Tools

MS Office

Scheduling software

Job description

Job Posting Details

Position Number: 40070939

Payroll Title: EXEC AST 3 CX (004702)

Job Code: 004702

Job Open Date: 6/26/26

Application Review Begins: 7/14/26

Department Code (Name): RESD (VICE CHANCELLOR OF RESEARCH)

Percentage of Time: 100

Union Code (Name): CX - Clerical/Admin

Employee Class (Appointment Type): Staff: Career

FLSA Status: Exempt

Classified Indicator Description (Personnel Program): PSS

Salary Grade: 142

Pay Rate/Range: The budgeted salary range that the University reasonably expects to pay for this position is $71,410.60 to $82,033.85/year. Salary offers are determined based on final candidate qualifications and experience; the budget for the position; and the application of fair, equitable, and consistent pay practices at the University. The full salary range for this position is $71,410.60 to $114,851.69/year.

Work Location: Cheadle Hall 3227

Working Days and Hours: M-F, 8-5

Benefits Eligibility: Full Benefits

Type of Remote or Hybrid Work Arrangement, if applicable: N/A

Department Marketing Statement

The Office of Research (OR) enhances the mission of the university by supporting research with these activities: fostering and enabling research development; disseminating information on extramural funding opportunities; soliciting and accepting contracts and grants in support of research; administering Organized Research Units (ORUs); and coordinating and supporting various research compliance committees.

Benefits Of Belonging

Working at UC means being part of this vibrant institution that shines a light on what is possible. People make UC great, and UC recognizes your contributions by making this a great place to work. Excellent retirement and health are just one of the rewards.

Brief Summary Of Job Duties

The Executive Assistant to the Vice Chancellor for Research (VCR) provides executive-level support for the daily administrative objectives of the Office of Research, including managing all aspects of the VCR's calendar, ranging from daily appointments and speaking engagements to complex travel arrangements, ensuring the VCR is fully briefed and has all relevant background materials for each engagement. Provides calendar management and scheduling support for the Associate Vice Chancellor for Research, Assistant Vice Chancellor for Research, and other Office of Research leadership as needed. Serves as the primary contact for those wishing to meet with the VCR or to plan activities involving Office of Research leadership. Exercises sound judgment, tact, and discretion in coordinating complex schedules and providing executive administrative support in a fast-paced environment. Applies professional experience and institutional knowledge to anticipate needs and solve problems independently. Communicates directly with the Vice Chancellor for Research on a daily basis and acts on priorities and directives. Interacts regularly with campus leadership, faculty, staff, external partners, and the public. Serves as a primary point of contact for the Office of Research and maintains broad knowledge of the campus research enterprise, including research initiatives, policies, programs, and organizational structure, in order to draft correspondence, coordinate communications, analyze issues, and make recommendations. Handles confidential and sensitive matters with a high level of discretion and diplomacy. Performs complex administrative coordination and analysis based on a thorough understanding of university administrative organization, policies, and procedures.

Required Qualifications

• Familiarity with the organization's processes, protocols and procedures.
• Thorough knowledge of common organization-specific and other computer application programs.
• Solid analytical / problem-solving skills.
• Political acumen and sensitivities to the differing perspectives and political circumstances within all levels of the organization as well as 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.
• Ability to multi-task with demanding timeframes.
• Ability to use high-level discretion and maintain a high level of confidentiality.
• Solid skills in problem identification.

Preferred Qualifications

• Bachelor's Degree

Special Conditions Of Employment

• Satisfactory criminal history background check.
• UCSB is a Tobacco-Free environment.

Misconduct Disclosure Requirement

As a condition of employment, the final candidate who accepts an 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; or have filed an appeal of a finding of substantiated misconduct with a previous employer.

“Misconduct” means any violation of the policies governing employee conduct at the applicant’s previous place of employment, including, but not limited to, violations of policies prohibiting sexual harassment, sexual assault, or other forms of harassment, or discrimination, 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.

Job Functions And Percentages Of Time

• 40% VCR Schedule: Utilizes knowledge and experience in the field, the Executive Assistant to the Vice Chancellor for Research (VCR) is responsible for providing executive-level support for the daily administrative objectives of the VCR.
• 20% Administration & Public Relations: Serves as the lead member of the VCR’s front office staff and ensures that operations run smoothly for the front office. Serves as the initial and/or primary contact for those wishing to meet with the VCR or to plan activities involving the VCR.
• 15% Associate Vice Chancellor for Research & Assistant Vice Chancellor for Research Support: Provides executive level support to the Assistant and Associate Vice Chancellor for Research positions, including coordination of calendars, meetings, travel, and special events.
• 15% Correspondence and Records: Coordinates and drafts correspondence on behalf of the VCR in response to invitations and calendar requests, as well as other campus issues.
• 10% VCR Travel Coordination: Responsible for all aspects of the VCR's travel schedule, coordinating domestic and international travel and providing clear and accurate documentation for travel reimbursement in compliance with university policy.

UC Vaccination Programs Policy

As a condition of employment, you will be required to comply with the University of California Policy on Vaccination Programs. As a condition of Physical Presence at a Location or in a University Program, all Covered Individuals must participate in any applicable Vaccination Program by providing proof that they are up-to-date with required vaccines or submitting a request for exception in a mandate program or properly declining vaccination in an opt-out program no later than the compliance date.

For more information, please visit the University of California Policy on Vaccinations – https://policy.ucop.edu/doc/5000695/VaccinationProgramsPolicy.

Equal Employment Opportunity

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 status under state or federal law.

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