Exec Ast. 3 CX, Executive Assistant to the VCR

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

Special Instructions:

For full consideration, please include a resume and a cover letter as part of your application.

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. Learn more about the benefits of working at UC

Brief Summary of Job Duties:

The Executive Assistant 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 - Utilizing 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. Works closely with the VCR to establish priorities for scheduling appointments, meetings, and conferences, and uses these priorities to make efficient use of the VCR's time. Retains ultimate responsibility for scheduling the VCR's time, including standing meetings, travel, individual appointments, and special events. Manages a complex and tightly booked calendar, ensuring that the VCR has adequate time for briefings, meeting preparation, and daily review of correspondence/email. Evaluates requests for appointments. Carefully tracks and considers potential conflicts and makes recommendations to the VCR to help make the best strategic use of their time; gathers thorough information concerning all logistics at special events, as well as expectations for the VCR's role. Gathers background materials and agendas for briefing the VCR. Exercises sound judgement and communicates on a wide variety of inquiries and communications on behalf of the VCR, which may include managing information flow and acting as a liaison on special projects, committees, and initiatives. Proactively apprises the VCR of important evolving situations and provides updates on status of pending issues and special projects. Assists and/or briefs the VCR in preparing for office appointments, on- and off-campus visits, and public appearances. Coordinates with other members of the VCR's staff to ensure the VCR is prepared for all meetings/trips/events/speaking engagement. Provides VCR with all materials and background information for each day/trip. When a speaking role is involved, works with appropriate staff members to coordinate preparation of the VCR's remarks. Responsible for absolute accuracy and confidentiality of the VCR's calendar.
• 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. Professionally represents the VCR in responding to a wide range of queries and interacts with a variety of campus constituents, including UC officials, campus administrators, faculty, staff, donors, government officials, media, and community members. Handles situations that require quick thinking, grace under pressure, and independent problem solving. Decisions made may have consequences that affect the VCR and/or campus. Acts with professionalism, sensitivity, discretion, and tact at all times.
• 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. Utilizes the same professional judgment, discretion, coordination, communication, and scheduling practices described for support of the Vice Chancellor for Research, tailored to the operational needs and priorities of each role.
• 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. Is responsive to direction from the VCR and other office staff, but also acts on own initiative to anticipate what is needed and recommend responses on a broad range of issues, including confidential, sensitive, or urgent items. Uses knowledge of the University's administrative structure, University of California and UCSB policies, procedures and practices and acceptable business and legal practices in the course of carrying out the duties of the position. Must understand and respond appropriately to the political climate as many issues are very complex and the consequences of actions have broad impacts to the Office of Research and the campus.
• 10% VCR Travel Coordination - Utilizing in-depth knowledge and experience in the field, responsible for all aspects of the VCR's travel schedule. Works closely with the VCR to meet fast turnaround deadlines for itinerary changes due to unexpected events, delays, and reprioritization of urgent matters. Coordinates domestic and international travel and provides clear and accurate documentation for travel reimbursement in compliance with university policy. Travel includes, but is not limited to: meetings of UC councils and committees; national and international conferences; board and committee service. Carefully negotiates all flight, hotel, and other travel expenses for the VCR with special care to UC budgetary standards and policies. Independently monitors all travel and entertainment activity for the VCR. Prepares, processes and monitors all related vouchers and invoices. Comprehensive knowledge and application of all aspects of applicable University policies and procedures is essential. Ensures for accuracy by determining correct funding source and compliance with applicable University Policy. Responsible for submitting reimbursements in a timely manner. Provides similar travel support for Assistant and Associate VCRs as needed.

UC Vaccination Programs Policy:

As a condition of employment, you will be required to comply with the University of California Policy on Vaccinations 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 any 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 (Capitalized terms in this paragraph are defined in the policy.). Federal, state, or local public health directives may impose additional requirements.

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

*Covered Individuals: A Covered Individual includes anyone designated as Personnel or Students under this Policy who physically access a University Facility or Program in connection with their employment, appointment, or education/training. A person accessing a Healthcare Location as a patient, or an art, athletics, entertainment, or other publicly accessible venue at a Location as a member of the public, is not a Covered Individual.

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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