Executive Assistant

University of California - Santa Cruz; Santa Cruz (CA); On-site; USD 95,000 - 115,000; Full time

Benefits offered by this job

Full benefits

Job summary

University of California, Santa Cruz seeks an experienced Executive Assistant to support the Dean of the Division of Physical and Biological Sciences. The role manages the Dean's calendar, coordinates meetings and events, and handles sensitive administrative tasks with discretion on a fast-paced academic campus.

The position also provides administrative support to the Assistant and Associate Deans, oversees office operations and financial transactions, and acts as a liaison with faculty, staff,

Responsibilities

• Manage the Dean's complex calendar, schedule meetings, travel, and blocks; resolve conflicts and communicate changes.
• Gatekeep the Dean's executive workflow, triage urgent matters and route appropriately.
• Prepare briefing materials, reports, and correspondence for the Dean and divisional leadership.
• Coordinate meetings, events, and award ceremonies with campus partners and external guests.
• Oversee Dean's Office operations, including purchases, reimbursements, and records.
• Assist the Assistant/Associate Deans with scheduling, communications, and meeting prep.

Skills

Calendar management

Executive support

Travel coordination

Financial administration

Job description

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

The Division of Physical and Biological Sciences is central to UC Santa Cruz's mission as a leading public research university. The division provides foundational science and mathematics education for students across the campus and is home to more than 4,000 undergraduate majors, a broad portfolio of graduate programs, and internationally recognized research.

Across the division, students and researchers explore questions ranging from the fundamental structure of matter and the origins of the universe to the complex systems that sustain life on Earth. The division's academic programs prepare students to address some of society's most consequential challenges, including climate change, human health, environmental sustainability, emerging technologies, and scientific literacy.

Since the university's founding, Physical and Biological Sciences faculty have expanded the boundaries of knowledge through disciplinary and interdisciplinary research. Faculty, students, and staff collaborate across departments, research institutes, professional programs, and specialized facilities, creating distinctive opportunities for hands‑on learning, scientific discovery, and public impact.

More information can be found at https://science.ucsc.edu/

The Division:

• Includes nine academic departments
• Serves more than 4,000 undergraduate majors
• Offers undergraduate, master's, doctoral, and professional degree programs
• Provides foundational science and mathematics instruction for students throughout UC Santa Cruz
• Supports internationally recognized research institutes, centers, laboratories, and field programs
• Advances discovery across the physical, biological, mathematical, environmental, health, ocean, and space sciences
• Creates opportunities for students to participate directly in research and experiential learning

JOB SUMMARY

Under the direction of the Assistant Dean and Chief of Staff, the Executive Assistant provides professional, confidential, and high-level administrative support to the Dean of the Division of Physical and Biological Sciences and helps ensure the effective operation of the Dean's Office. The position independently manages the Dean's complex calendar and executive workflow; coordinates leadership meetings, events, communications, and follow‑up; oversees office operations and financial transactions; and provides administrative and project support to the Assistant and Associate Deans. The Executive Assistant serves as a trusted liaison with faculty, staff, students, campus leaders, external partners, and other executive offices, and independently researches, analyzes, and resolves complex administrative issues. The incumbent exercises a high degree of judgment, initiative, political acumen, confidentiality, and discretion in setting priorities, anticipating needs, developing solutions, and managing multiple high-priority demands in a fast-paced academic environment.

APPOINTMENT INFORMATION

Budgeted Salary: $95,000 - $115,000/year. 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: Full benefits

Schedule Information:

• Full-time, Fixed
• Percentage of Time: 100%, 40 Hours per Week
• Days of the Week: Mon-Fri, with the occasional evening or weekend
• Shift Includes: Day, Evenings, Weekend

Employee Classification: Career appointment

Job End Date: None

Work Location: UC Santa Cruz Main Campus

Union Representation: Non-Represented

Job Code Classification: 007385 (EXEC AST 4) - Grade 22

Travel: Never or Rarely

JOB DUTIES

40% - Executive, Calendar, and Administrative Support

• Independently manage and optimize the Dean's complex and frequently changing calendar, ensuring accurate scheduling of meetings, travel time, on- and off-campus appointments, and dedicated work blocks; evaluate requests, anticipate conflicts, establish priorities, resolve issues proactively, and communicate changes promptly to all stakeholders.
• Manage the Dean's executive workflow and serve as a gatekeeper, ensuring that urgent, sensitive, and high-impact matters are identified, routed, and addressed appropriately.
• Coordinate communications and administrative processes for work conducted in direct support of the Dean, often involving confidential personnel, academic, financial, or institutional matters.
• Provide executive-level administrative support to the Assistant and Associate Deans, including scheduling, correspondence, official communications, meeting preparation, and event coordination as needed.
• Research, compile, analyze, and summarize information; prepare background materials, briefing documents, talking points, reports, presentations, and draft responses for the Dean and divisional leadership.
• Monitor and manage the Dean's Office email accounts; triage correspondence, draft and distribute communications, coordinate review and signature requests, and ensure that confidential personnel or institutional documents are handled and routed appropriately.
• Track delegated assignments, decisions, commitments, and deadlines; brief the Dean and leadership on pending matters and ensure thorough, timely follow‑through.
• Screen and respond to inquiries on behalf of the Dean's Office, resolving issues independently when appropriate and escalating matters requiring executive attention.
• Maintain well‑organized electronic and paper records and exercise a high degree of discretion in handling confidential and sensitive information.

20% - Meeting, Event, and Award Coordination

• Independently coordinate divisional leadership, department chair, committee, and campus partner meetings; develop timelines, prepare and distribute agendas and background materials, document decisions, and track action items.
• Coordinate recurring department chair and divisional leadership meetings for the Dean.
• Plan and coordinate divisional events, including faculty and student award ceremonies, receptions, leadership meetings, retreats, open houses, and external visits.
• Oversee complex logistics for meetings, conferences, reviews and events, including scheduling, facilities, hybrid participation, catering, travel, accessibility needs, and reimbursements.
• Administer assigned divisional award and recognition processes, coordinating with committees, honorees, campus partners and external participants and ensuring that requirements and deadlines are met.
• Support advisory committees, including membership and appointment communications, meeting logistics, records, and coordination with faculty leads and campus offices.
• Coordinate the executive‑office components of departmental external reviews and other high-level visits, including executive and central‑administration schedules, committee correspondence, visitor arrangements, honoraria, travel documentation and reimbursements.
• Identify and resolve operational or logistical problems and make recommendations regarding event scope, schedule, resources, and procedures.

20% - Dean's Office Operations and Financial Administration

• Coordinate the day-to-day operations of the Dean's Office and suite, establishing and maintaining efficient administrative systems, procedures, records, shared resources, and service standards.
• Manage reservations and operating expectations for Dean's Office and divisionally administered meeting spaces and coordinate office coverage, mail, reception, and visitor support.
• Initiate, track, reconcile, and maintain documentation for financial transactions, including travel and entertainment reimbursements, mileage, purchase orders, procurement, catering, invoices, and other office expenditures, in accordance with University policy.
• Arrange and administer business travel for the Dean, divisional leaders, and approved visitors; prepare itineraries, communicate University requirements, reconcile expenses and coordinate required senior‑officer or exception approvals.
• Use and reconcile assigned University purchasing and travel cards and initiate purchases and service requests through approved systems; consult with Purchasing and divisional financial staff regarding contracts, policy exceptions, and unusual transactions.
• Monitor office expenditures and commitments, identify discrepancies or missing documentation, coordinate corrections, and provide status information or summaries to divisional staff and leadership.
• Maintain the physical security and confidentiality of the Dean's Office and suite, including access control and appropriate handling and retention of sensitive materials.
• Provide work direction, training, and quality review for student assistants, temporary staff, or other employees assigned to support Dean's Office operations.

15% - Project, Communication, and Liaison Support

• Lead or coordinate assigned administrative projects, reports, reviews, and divisional initiatives from planning through completion, developing work plans, tracking deliverables, coordinating contributors, and resolving barriers.