Executive Assistant

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Applicants must have current work authorization when accepting a Baskin Engineering or affiliate staff position. We are unable to sponsor or take over sponsorship of an employment Visa for staff.

HOW TO APPLY

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INITIAL REVIEW DATE (IRD)

UC Santa Cruz jobs are posted until filled. All application materials submitted by 11:59 pm on the IRD will be routed to the hiring team for consideration. NOTE: Applicants who miss the IRD are still encouraged to apply; their materials will still be forwarded for consideration if requested by the hiring team. Application materials cannot be accepted outside of the jobs portal. Applications cannot be edited on an applicant's behalf. For more information about the IRD and the applicant review process, .

The IRD for this job is: 10-26-2026

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 Baskin School of Engineering at UC Santa Cruz is unique among public engineering schools. Founded in 1997, in the age of the internet, the Baskin Engineering community is deeply committed to addressing the most important engineering challenges posed by our modern world. Faculty and students pursue novel, visionary research guided by a mission to create positive societal impact. Through future-looking programs of study and opportunities to engage in collaborative research across campus and with industry partners in Santa Cruz and nearby Silicon Valley, Baskin engineers are developing meaningful innovations that improve the lives of people and the health of our planet.

In addition to the scenic residential campus in Santa Cruz, the Westside Research Park hosts genomics and electrical and computer engineering labs and interdisciplinary research. Baskin's Silicon Valley campus is home to faculty, graduate students, and professional master's programs with deep connections to this world-renowned hub for research and innovation.

Baskin Engineering champions new ideas, fosters collaboration, and upholds the UCSC Principles of Community.

JOB SUMMARY

Under the direction of the Senior Assistant Dean, the Executive Assistant provides professional, confidential, and high-level administrative support to the Dean of Baskin Engineering and helps ensure the effective operation of the Dean's Office. The incumbent independently oversees 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: $98,150- $114,700/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
• Shift Includes: Day

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 & Administrative Support

• Independently oversees and optimizes the Dean's complex and frequently changing calendar, ensuring accurate scheduling of meetings, travel time, on- and off-campus appointments, and dedicated work blocks. Evaluates requests, anticipates conflicts, establishes priorities, resolves issues proactively, and communicates changes promptly to all stakeholders.
• Coordinates the Dean's executive workflow and serves as a gatekeeper, ensuring that urgent, sensitive, and high-impact matters are identified, routed, and addressed appropriately.
• Coordinates communications and administrative processes for work conducted in direct support of the Dean, often involving confidential personnel, academic, financial, or institutional matters.
• Provides executive-level administrative support to the Assistant and Associate Deans, including scheduling, correspondence, official communications, meeting preparation, and event coordination as needed.
• Researches, compiles, analyzes, and summarizes information. Prepares background materials, briefing documents, talking points, reports, presentations, and draft responses for the Dean and divisional leadership.
• Monitors and oversees the Dean's Office email accounts. Triages correspondence, drafts and distributes communications, coordinates review and signature requests, and ensures that confidential personnel or institutional documents are handled and routed appropriately.
• Tracks delegated assignments, decisions, commitments, and deadlines. Briefs the Dean and leadership on pending matters and ensures thorough, timely follow-through.
• Screens and responds to inquiries on behalf of the Dean's Office, resolving issues independently when appropriate and escalating matters requiring executive attention.
• Maintains well-organized electronic and paper records and exercises a high degree of discretion in handling confidential and sensitive information.
• Provides responsive customer service and maintains a welcoming presence for faculty, staff, students, and visitors to the Dean's Office.

20% - Meeting, Event & Commencement Coordination

• Independently coordinates divisional leadership, department chair, committee, and campus partner meetings. Develops timelines, prepares and distributes agendas and background materials, documents decisions, and tracks action items.
• Coordinates recurring department chair and divisional leadership meetings for the Dean.
• Plans and coordinates divisional events, including commencement, receptions, leadership meetings, retreats, and external visits.
• Oversees complex logistics for meetings, conferences, reviews, and events, including scheduling, facilities, hybrid participation, catering, travel, accessibility needs, and reimbursements.
• Supports advisory committees, including membership and appointment communications, meeting logistics, records, and coordination with faculty leads and campus offices.
• Coordinates 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.
• Identifies and resolves operational or logistical problems and makes recommendations regarding event scope, schedule, resources, and procedures.

20% - Dean's Office Operations & Financial Administration

• Coordinates 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.
• Oversees reservations and operating expectations for the Dean's Office and divisionally administered meeting spaces and coordinates office coverage, mail, reception, and visitor support.
• Initiates, tracks, reconciles, and maintains documentation for financial transactions, including travel and entertainment reimbursements, mileage, purchase orders, procurement, catering, invoices, and other office expenditures, in accordance with University policy.
• Arranges and administers business travel for the Dean and Dean's Office. Prepares itineraries, communicates University requirements, reconciles expenses, and coordinates required senior officer or exception approvals.
• Uses and reconciles assigned University purchasing and travel cards and initiates purchases and service requests through approved systems. Consults with Purchasing and divisional financial staff regarding contracts, policy exceptions, and unusual transactions.
• Maintains the physical security and confidentiality of the Dean's Office and suite, including access control and appropriate handling and retention of sensitive materials.
• Provides work direction, training, and quality review for student assistants, temporary staff, or other employees assigned to support Dean's Office operations.

15% - Project, Communication & Liaison Support

• Leads or coordinates assigned administrative projects, reports, reviews, and divisional initiatives from planning through completion, developing work plans, tracking deliverables, coordinating contributors, and resolving barriers.
• Collects, evaluates, organizes, and synthesizes information for divisional communications, presentations, reports, and data requests; identifies gaps and obtains clarification or additional information as needed.
• Serves as a principal point of contact for the Dean's Office and communicates with diplomacy and political acumen on behalf of the Dean and divisional leadership.
• Maintains divisional communication channels and distribution groups and supports announcements and message-center content.
• Maintains executive-office reference resources and tracking tools, including leadership and emergency contact lists, recurring-meeting schedules, committee rosters, and official correspondence archives.
• Tracks tasks and deadlines for high-priority initiatives, maintaining reliable and proactive follow-through with all stakeholders.
• Develops and recommends process improvements that increase the efficiency, accuracy, responsiveness, and continuity of executive-office operations.

5% - General Administrative Support

• Provides backup and surge support for high-priority divisional activities and executive-office needs.
• Supports commencement, emergency-management communications, and other time-sensitive or university-wide activities assigned to the Dean's Office.
• Maintains current knowledge of applicable University policies, procedures, systems, and resources and applies them appropriately to assigned work.

REQUIRED QUALIFICATIONS

• Bachelor's degree in related area and / or equivalent experience / training.
• Advanced organizational and time-management skills, with demonstrated ability to independently manage a complex executive calendar, competing priorities, and rapidly changing demands.
• Demonstrated reliability, responsiveness, sound judgment, and consistent follow-through on sensitive and time-critical work.
• Exceptional atten