Executive Administrator

Location:
Job ID: 84497

JOB POSTING

This position works remotely, requiring a telecommuting agreement and adherence to the UCSC Telecommuting/Remote Work Guidelines. The employee shall be available in a full-time capacity during assigned telecommuting work hours (specific hours to be discussed with supervisor). While telecommuting/remote working, the employee is responsible for ensuring a worksite environment suitable for accomplishing their regular job duties during scheduled hours of work and, if applicable, arranging for dependent care just as they would if they were working at the regular UCSC worksite.

NO VISA SPONSORSHIP IS AVAILABLE FOR THIS POSITION.

HOW TO APPLY

For full consideration, applicants should attach their resume and cover letter when applying for a job opening. For guidance related to the application process or if you are experiencing difficulties when applying, please review the Applicant Resources on our website.

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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, view this link.

The IRD for this job is: 03-09-2026

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 Smarter Balanced Assessment Consortium (SBAC) is a public agency supported by 12 (states and territories). Through the work of thousands of educators, Smarter Balanced created an online assessment system aligned to the Common Core State Standards (CCSS), as well as tools for educators to improve teaching and learning. Smarter Balanced is housed at the University of California, Santa Cruz (UCSC) Silicon Valley Extension.

Our work is guided by the belief that a high-quality assessment system can provide information and tools for teachers and schools to improve instruction and help students succeed, regardless of disability, language, or subgroup. We involve experienced educators, researchers, state and local policymakers, and community groups working together in a transparent and consensus-driven process.

UCSC Extension provides professional training that reflects the academic rigor of the University of California and the hands-on, roll-up-your-shirtsleeves practicality of Silicon Valley culture. Developed with guidance from key industry leaders and academic experts, our certificate programs match the economic demand of your industry, from engineering to business, education to bioscience. The University of California reviews and approves UCSC Extension courses and programs for academic content, merit, and instructor qualifications. Many of our courses may be applied toward degree programs or may be eligible for professional certificates and licenses.

More information can be found at https://smarterbalanced.org

JOB SUMMARY

The Executive Administrator plans and implements strategic goals, operational objectives, and work plans related to the work of the Executive External Affairs Officer and Executive Research Officer. To achieve the desired outcomes, the Executive Administrator delegates, monitors, and reviews assignments across the organization on behalf of these two Executives.

APPOINTMENT INFORMATION

Budgeted Salary: $88,830 - $95,250/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: Remote

Union Representation: CX Union

Job Code Classification: 004800 (ADMIN OFCR 3 CX)

Travel: Up to 25% of the time

JOB DUTIES

60% - Administrative Operations

Oversee, plan, and administer a range of administrative operations for the Executive External Affairs Officer and Executive Research Officer.
Plan and track the Executive's work related to engaging in Consortium decision-making processes, such as the Executive Committee and Governing Board decisions.
Create a system to ensure Executives are advised of time-sensitive and priority issues, ensuring appropriate follow-up.
Provides critical and high-level advice and administrative functions that ensure that the Executive can address the highest organizational priorities based on a comprehensive understanding of the Executive's role and the needs of the organization.
Provides direction to other staff in support of the Executive's work.
Interprets University of California policies as well as Consortium practices and advises the executive accordingly.
Creates comprehensive systems that ensure that presentations and other work of the Executive are error-free and consistent with Smarter Balanced SOP.
Coordinates preparation for and administration of meetings, including large remote meetings using platforms like Zoom.
Provide administrative support for the Smarter Balanced bi-annual technical advisory committee (TAC) and Collaboration Conference meetings.
Maintain TAC member contact list.
Ensure accurate action items are captured during TAC meetings.
Collaborate with staff in the Member Services unit to support the meetings.
Serve as liaison between the Executives, Member Services, State/Jurisdiction Members, and TAC members.
Responsible for initiating and managing projects and associated contracts that fall under the direct purview of the Executive External Affairs Officer and Executive Research Officer, including using the standard Smarter Balanced technology-based process for managing the work (e.g., Jira).
Develops and maintains a system of work-tracking and accountability among staff that reports to the Executive External Affairs Officer and Executive Research Officer, and helps coordinate prioritization of work among the staff.
As necessary, reviews contracts, requests for proposals, non- disclosure agreements, and other binding documents to ensure that statements of work, proposed deliverables, and service levels meet the Executive's requirements.
Conducts web-based research and/or monitors websites in support of Executive External Affairs Officer or Executive Research Officer initiatives.

25% - Communications

Engages with a broad range of constituents, both internal and external to the organization, in a professional manner and consistent with established process and response timelines.
Leads the design of content and prepares documents and correspondence for internal and external organizational constituents as needed.
Generates draft communications presentation for the Executive External Affairs Officer and Executive Research Officer.
Serves as a representative for the Executive External Affairs Officer and Executive Research Officer in confidential and non-confidential settings when the Executive is not available.
Maintains strict confidentiality of sensitive material.

15% - General Administration

Makes recommendations on maintaining and strengthening internal controls to protect University resources.
Develops and prepares budgets, financials, and other reports, which may be complex.
Arranges and submits travel reimbursement.
Manages the calendar for the Executive External Affairs Officer and Executive Research Officer.

REQUIRED QUALIFICATIONS

Bachelor's degree in related area and / or equivalent experience / training.
Demonstrated experience acting with grace and professionalism while under the pressure of tight timelines and important deliveries.
Experience using strong customer service skills in association with heads of government agencies, organizational leaders, and critical stakeholders.
Experience ensuring that organizational practices, services, and behaviors support and promote collaboration among staff.
Substantial experience in using critical thinking, problem-solving, and strategic communication to support an executive leader.
Demonstrated attention to detail, ingenuity, discretion, and flexibility.
Demonstrated experience producing deliverables in accordance with the terms of a grant or contract.
Knowledge of in-person and virtual events and meeting planning.
Proficient working knowledge of Microsoft Office Suite (Excel, Word, Outlook, and PowerPoint).
Excellent verbal and active-listening skills.
Excellent writing skills, including proofreading, adherence to style guidelines, and maintaining a high standard for documents and presentation materials.
Excellent organizational skills, ability to manage tasks and projects, fluctuating workloads, and multiple assignments with ongoing demanding timelines.
Ability to use discretion and maintain confidentiality.
Ability to work cooperatively in a team environment and to develop lasting working relationships.

PREFERRED QUALIFICATIONS

Thorough knowledge of University of California rules and regulations, processes, protocols, and procedures for budget, accounting, and fund management, and/or personnel management.
Thorough knowledge regarding the operations of K-12 educational organizations (e.g., schools, districts, state departments of education).
Knowledge regarding large-scale educational assessment.
Experience supporting a K-12 District School Board.

SPECIAL CONDITIONS OF EMPLOYMENT

Selected candidate will be required to pass a pre-employment criminal history background check.
Selected candidate must pass the employment misconduct disclosure process.
Ability to work long periods of time at a computer with or without accommodation.
This is a fully remote position, and the selected candidate must be able to work successfully from a home/remote office and be able to fulfill the requirements of the UCSC telecommuting agreement.
Ability to work occasional evenings and weekends as directed.
Ability to travel nationally.
Ability to maintain appearance and conduct suitable for working in a professional setting.
Selected candidate will be required to complete training within established time frames as directed including UC compliance training.
The University of California has implemented a Vaccination Policy covering all employees. Employees, including new hires, are required to comply with any applicable policies relating to the University of California vaccine program.

MISCONDUCT DISCLOSURE REQUIREMENT

As a condition of employment, the final candidate who accepts a conditional 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; received notice of any allegations or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer.

"Misconduct" means any violation of the policies or laws governing conduct at the applicant's previous place of employment, including, but not limited to, violations of policies or laws prohibiting sexual harassment, sexual assault, or other forms of harassment, discrimination, dishonesty, or unethical conduct, 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

SAFETY STATEMENT

All UCSC employees must understand and follow job safety procedures, attend required health and safety training, proactively promote safety at work, and promptly report actual and potential accidents and injuries.

NOTICE OF AVAILABILITY
In compliance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (the Clery Act), the Annual Security and Fire Safety Report (ASFSR) is available at: https://chancellor.ucsc.edu/annual-security-reports/.This report is published by October 1st of each year and includes current institutional policies and procedures concerning campus safety and security; fire safety and evacuation policies; sexual misconduct and relationship violence reporting and response protocols; and crime and fire statistics for the three previous calendar years. A paper copy of the ASFSR is available upon request by contacting the UCSC Police Department at 114 Carriage House Rd., Santa Cruz, CA 95064, or by calling 831-459-2231 Ext. 1.

EEO/AA

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 categories covered by the UC Anti-Discrimination Policy.

It is the policy of the University of California to undertake affirmative action and anti-discrimination efforts, consistent with its obligations as a Federal and State contractor.

APPLICANTS ARE REQUIRED TO USE THE UCSC ON-LINE PROCESS
View full job description and access on-line application:
https://careerspub.universityofcalifornia.edu/psc/ucsc/EMPLOYEE/HRMS/c/HRS_HRAM_FL.HRS_CG_SEARCH_FL.GBL?Page=HRS_APP_JBPST_FL&JobOpeningId=84497&PostingSeq=1&SiteId=11&languageCd=ENG&FOCUS=Applicant

To ensure review of application materials by the hiring unit, they must be submitted on or before the initial review date (IRD) via the Staff Employment Opportunities web site; https://jobs.ucsc.edu. A computer is available at the UC Santa Cruz Staff Human Resources Office located at Scotts Valley Center. The Scotts Valley Center is located at 100 Enterprise Way, Suite E100, Scotts Valley, CA 95066. To learn more or to request disability accommodations, call 831-459-2009. Hearing impaired are encouraged to use the California Relay Service at 800-735-2922. UC Santa Cruz is an Equal Opportunity Employer.

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, age, or protected veteran status. UC Santa Cruz is committed to excellence through diversity and strives to establish a climate that welcomes, celebrates, and promotes respect for the contributions of all students and employees.

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Executive Administrator