Executive Officer for the Dean's Office (4722C) 26797
University of California Berkeley
Location: Berkeley, California
Internal Number: 2626001
Executive Officer for the Dean's Office (4722C) 26797
At the University of California, Berkeley, we are committed to creating a community that fosters equity of experience and opportunity, and ensures that students, faculty, and staff of all backgrounds feel safe, welcome and included. Our culture of openness, freedom and belonging make it a special place for students, faculty and staff.
The University of California, Berkeley, is one of the world's leading institutions of higher education, distinguished by its combination of internationally recognized academic and research excellence; the transformative opportunity it provides to a large and diverse student body; its public mission and commitment to equity and social justice; and its roots in the California experience, animated by such values as innovation, questioning the status quo, and respect for the environment and nature. Since its founding in 1868, Berkeley has fueled a perpetual renaissance, generating unparalleled intellectual, economic and social value in California, the United States and the world.
We are looking for equity-minded applicants who represent the full diversity of California and who demonstrate a sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds present in our community. When you join the team at Berkeley, you can expect to be part of an inclusive, innovative and equity-focused community that approaches higher education as a matter of social justice that requires broad collaboration among faculty, staff, students and community partners. In deciding whether to apply for a position at Berkeley, you are strongly encouraged to consider whether your values align with our Guiding Values and Principles, our Principles of Community, and our Strategic Plan.
At Berkeley Optometry, we have long lived by defining principles that guide us and differentiate us. As a part of a world-renowned university that embraces excellence and access, we foster an environment of trust and mutual respect, free expression and inquiry, and personal resilience and achievement. We are strongly committed to diversity, respect for cultural differences, and promoting social justice. These principles serve us daily in our reasonings and actions and aid us in our decision making.
We educate an estimate 320 students annually. Our O.D. program is a 4-year program with clinical training provided at 2 campus clinics, 10 satellite clinics (community care), 7 VA clinics, and 24 external clinics across the country. Our one-year post-graduate residency programs provide advanced clinical education in specialty areas of optometry to 18 residents with placement on and off campus, and our Vision Science program consists of 40 PhD students.
Application Review Date
The First Review Date for this job is: 11/22/2021
The Executive Officer is responsible for the overall administrative support of the Dean's Office, including the senior leadership team. The Executive Officer maintains a broad range of working relationships across School organizational lines such as the Development Office, Clinic, Finance, Business and Research Services Office (BRS), Admissions and Student Affairs Office (ASAO), Continuing Education (CE), Facilities Management, and external organizations, such as the American Academy of Optometry, American Optometric Association, the Accreditation Council on Optometric Education and the Association of Schools and Colleges of Optometry. The Executive Officer will also coordinate School and Dean's support with central campus partners, including the Provost's Office, Academic and Personnel Office (APO) and the Office of the CFO.
This is a confidential position, which requires tact, diplomacy, and the ability to work in a professional manner and effectively interact with staff, faculty, alumni and students. Must be able to independently establish priorities, exercise judgment and initiative in completing work. Decorum and professional standards of work must be applied at all times.
Executive Officer to the Dean's Office provides high level administrative support for day to day operations and school-wide initiatives.
Communications: Provides front-line customer service to Dean's Office visitors and answers inquiries from all sources, i.e. walk-ins, e-mail, phone, etc; Investigates issues and problems, drafts, and prepares responses to urgent requests; Prepares meeting summaries for executive management regarding highly sensitive and complex issues; Makes high level contacts of a sensitive nature, internally and externally, requiring discretion and diplomacy; Prepares briefing materials; Provides background information, talking points, and briefing materials for the Dean and senior leadership team.
General Administrative: Maintains a comprehensive database of initiatives and assignments; implements related business processes
Event Planning including organizing committees and meetings
Other duties as assigned
Employs discretion and diplomacy in working with high level stakeholders on sensitive issues.
Handles the details of a variety of matters on behalf of the executive
Investigates issues and problems; drafts and prepares responses to urgent matters
Triages situations and forwards issues presented by staff, faculty, students, and external constituents to appropriate staff member for resolution
Researches, develops, compiles, and summarizes issues, policies, and topics.
Collects and prepares information for use in discussions, meetings of executives, and senior management and external individuals
Prepares confidential reports for senior staff, system-wide and other officials
Prepares responses to urgent requests on behalf of the Dean
Investigates and resolves matters of significance on behalf of senior management. Handles the details of complex and highly sensitive matters.
Finance: Schedule and prepare travel-related and other reimbursements as needed; Coordinate approvals and exceptional approvals with the Provost's Office and regional services.
Facilities and Space Planning: Secure spaces for meetings and events, this may include set up and clean up.
Student Services: Support events and meetings with our students, student leadership and student groups.
Strong interpersonal skills and communication skills with the ability to communicate effectively with all levels of staff, faculty, donors, students, and external constituents.
Excellent organizational skills and attention to detail.
Ability to use discretion and maintain confidentiality.
Experience providing administrative support in a busy work environment, including maintaining calendars, preparing briefing materials, processing reimbursements, and booking travel.
Experience managing internal and external relationships, managing tasks independently, meeting project timelines, and communicating with internal and external stakeholders in a productive and timely manner.
Ability to take initiative and manage multiple projects with minimal supervision, including time management skills and ability to meet tight deadlines required.
Excellent computer skills and fluency with various software applications (Word, Excel, Adobe, Powerpoint).
Ability to learn, common campus systems and protocols (BearBuy, ServiceNow, Connexxus, BFS).
Experience in higher education
Knowledge of common campus systems and protocols (BearBuy, ServiceNow, Connexxus, BFS).
Salary & Benefits
Salary commensurate with experience. For information on the comprehensive benefits package offered by the University visit:
Please submit your cover letter and resume as a single attachment when applying.
Equal Employment Opportunity
The University of California is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or protected veteran status. For more information about your rights as an applicant see:
The University of California was chartered in 1868 and its flagship campus - envisioned as a "City of Learning" - was established at Berkeley, on San Francisco Bay. Today the world's premier public university and a wellspring of innovation, UC Berkeley occupies a 1,232 acre campus with a sylvan 178-acre central core. From this home its academic community makes key contributions to the economic and social well-being of the Bay Area, California, and the nation.