Description
Job Posting
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Position Base: Oakland
Location: UCOP - Franklin Building
UC OFFICE OF THE PRESIDENT
At the University of California (UC), your contributions make a difference. A world leader producing Nobel and Pulitzer prize recipients with over 150 years of groundbreaking research transforming the world. Choose a career where you can leverage your knowledge, skills and aspirations to inspire and support some of the greatest minds in the world, and those who will follow in their footsteps. Working at the University of California is being part of a unique institution, and a vibrant and diverse community. At the University of California, Office of the President, we propel our mission through impactful work locally, in government centers and systemwide. We are passionate people, serving the greater good.
The University of California, one of the largest and most acclaimed institutions of higher learning in the world, is dedicated to excellence in teaching, research and public service. The University of California Office of the President is the headquarters to the 10 campuses, six academic medical centers and three national laboratories and enrolls premier students from California, the nation and the world. Learn more about the UC Office of the President
DEPARTMENT OVERVIEW
UC Controller provides strategic leadership and support of systemwide financial functions including corporate accounting, federal and extramural costing policy, benefit plan accounting, endowment and investment accounting, payroll policy and compliance and taxation. We deliver efficient and effective financial services, provide best practices and guidance to our campus and medical center communities, develop and administer systemwide policies and procedures, and ensure the University's financial systems are compliant with all University, State and Federal laws, rules and regulations.
POSITION SUMMARY
Under general supervision, the Executive Assistant provides administrative oversight and special project support to the Associate Vice President, Systemwide Controller and her Chief of Staff. Responsibilities include, but are not limited to, management of complex schedule/calendar and correspondence, meeting coordination, travel and event planning, coordination of communications and pertinent data among the executive's subordinate management staff, report generation, and file management. Additionally, coordinates with the procurement and budget offices, processes payment/invoices as a backup for the Administrative Officer. Performs and/or oversees special projects or assignments that are highly sensitive or complex in nature, requiring a high level of independence and initiative in execution and implementation to support the Associate Vice President, Systemwide Controller and Chief of Staff on matters of significance. Demonstrates good judgment in selecting methods and techniques for obtaining solutions. The Executive Assistant must act independently with a high degree of professionalism, tact, and discretion in handling confidential sensitive matters.
Responsibilities
60%
Function as the gatekeeper, understanding the requirements of the AVP, Systemwide Controller and her Chief of Staff, in order to prioritize issues according to urgency and to allocate time for scheduled events, travel and meetings. Screen and field incoming calls, email, and correspondence, including highly confidential matters. Independently assign responsibility for action to appropriate department staff. Advise AVP, Systemwide Controller of daily calendar and provide appropriate background information. Regularly interact with high level officials internal and external to UC about topics of a sensitive nature, requiring discretion and diplomacy. Research, compile and summarize issues, policies and topics; provide background information, talking points and briefing materials for the AVP, Systemwide Controller. Brief department leaders on deadlines and the status of pending issues. Prepare confidential reports or other responses to urgent or recurring requests on behalf of the AVP, Systemwide Controller. Prepare correspondence, briefing notes, meeting materials, presentations and agendas in draft and/or final form following standard business format. Make travel arrangements, coordinate logistical needs and prepare detailed itineraries. Prepare expense reports on behalf of the AVP, Systemwide Controller, her Chief of Staff, and others as needed.
15%
Independently conduct the administrative support activities of the UC Controller department. Coordinate on-site and off-site meetings involving multiple parties including site selection, food, lodging, conference calls, and web-conferencing. Assume responsibilities for department onboarding and recognition programs. Manage distribution lists and provide administrative support in the creation and maintenance of electronic and paper source files and other documents.
15%
Participate in the development and implementation of efficient and effective systems for managing information, projects and communications to ensure accurate and timely responses. Independently lead special projects as warranted. Review written work for format, completeness, and accuracy, assuring adherence to UC protocol and policy. Coordinate Associate Vice President's electronic signature on a variety of documents via use of DocuSign. Assist Associate Vice President in organized tracking and maintaining documents in SharePoint, shared drives and the Associate Vice President's box drive.
10%
Serve as back-up to the Administrative Officer in all matters of importance to the department (travel for departmental leadership, coordinating meetings for departmental leadership, supply and other purchasing, external invoices/payments, and internal financial transfers).Experience
Required Qualifications
- Minimum of 3 years of progressive experience or combination of education and experience in an executive assistant role.
Skills and Abilities
Required Qualifications
- Demonstrated experience performing a range of administrative functions including complex scheduling, logistical arrangements, writing, drafting, editing, and formatting correspondence, presentations, and other materials.
- Organizational skills to prioritize and manage a heavy workload, as well as complete multiple, complex projects in an accurate and timely manner under pressure of deadlines; ability to handle interruptions/changes without impact on productivity.
- Proficiency with PC; thorough knowledge of MS Office (Word, Excel, Outlook and PowerPoint), DocuSign and Adobe Acrobat Professional.
- Political acumen and sensitivities to the differing perspectives and political circumstances within all levels of the organization. Strong service orientation.
- Demonstrated experience independently leading work efforts. Energetic self-starter who likes to do what it takes to get the job done.
- Excellent oral and written communication skills. Communicate effectively with all levels of staff, faculty, students and external constituencies, both verbally and in writing.
- Solid analytical / problem-solving skills.
- Meticulous attention to detail.
- Ability to multi-task with demanding timeframes.
- Ability to use high-level discretion and maintain a high level of confidentiality.
- Highly developed organizational skills.
- Experience with invoicing, payables and budget reconciliation.
Preferred Qualifications
- Excellent interpersonal skills and public service orientation including tact, poise, and diplomacy to establish and maintain positive working relationships with management and staff in a large multifaceted organization.
- Experience with Concur expense management system
- Interest in finance and accounting or general business background; experience working in a high profile, highly collaborative environment.
- Demonstrated experience planning and coordinating logistics for meetings and events of varying size and scope, including scheduling coordination, meetings/events logistics, and associated travel and/or hotel arrangements.
- Familiarity with the Office of the President processes, protocols, and procedures.
- Web management experience.
Education
- Bachelor's degree in related area and / or an equivalent experience / training.
SALARY AND BENEFITS
Job Title: Executive Assistant 3
Job Code: 007384
Salary Grade: Grade 20
Payscale: $80,000 - $93,000, commensurate with experience
Full salary range: $64,500 - $112,700
The University of California, Office of the President, is required to provide a reasonable estimate of the compensation range for this role. The range takes into account the wide range of factors that are considered in making compensation decisions including, but not limited to, experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. It is not typical for an individual to be offered a salary at or near the top of the range for a position. Salary offers are determined based on final candidate qualifications and experience. The full salary range shows the growth potential for this position and the payscale is the budgeted salary or hourly range that the University reasonably expects to pay for this position.
Benefits: For information on the comprehensive benefits package offered by the University visit: Benefits of Belonging
ADDITIONAL INFORMATION
This position is approved for a hybrid work arrangement. The selected hire must reside in California and will be required to report to work in Oakland, CA on Tuesdays and Wednesdays. Remote candidates willing to relocate to California may be considered.
HOW TO APPLY
Please be prepared to attach a cover letter and resume with your application.
APPLICATION REVIEW DATE
The first review date for this job is June 20, 2024. The position will be open until filled.
CONDITIONS OF EMPLOYMENT
Background Check Process: Successful completion of a background check is required for this critical position. Background check process at UCOP
Smoke Free Work Environment: The University of California, Office of the President, is smoke & tobacco-free as of January 1, 2014. UC Smoke & Tobacco Free Policy
August 2021 Update: The University of California has issued a policy requiring employees to be fully vaccinated against COVID -19 before physically accessing the University location or programs. Upon hire into a UCOP position, you will be provided detailed instructions on how to comply with this policy including access to the COVID vaccination at no cost. New hires to UCOP who work onsite or will come onsite for any activities at a UCOP or other UC location must comply with this policy within 8 weeks after their start date. The policy allows for employees to request approval for an exception or deferral. UC COVID-19 Vaccine Policy
EEO STATEMENT
The University of California, Office of the President, 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. EEO/AA Employer UC Nondiscrimination Policy
The University of California, Office of the President, strives to make this job board accessible to any and all users. If you have comments regarding the accessibility of our website or need assistance completing the application process, please contact us at: Accessibility or email the Human Resource Department at: epost@ucop.edu.
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