Position Summary: This position is responsible for the administrative and executive support of the President of the University of California (UC) and the management of the President's Executive Office correspondence, business processes, facilities, budget, security and administrative staff. This position requires the ability to multi-task in a complex, dynamic environment operating with the highest degree of professionalism, judgment and discretion commensurate with serving a nationally-recognized leader and executive. The CAO interfaces with an extremely broad set of internal and external stakeholders including, e.g., Regents, Academic Senate, UCOP leadership, State governors and legislators, high school, community college and other intersegmental students and leaders, public think tanks, Statewide community interest groups, national legislators and stakeholders, and the chancellors, medical center CEOs and Lab managers and their executive teams for the 10 campuses, 5 medical centers, and 3 national labs in the UC portfolio. The CAO assumes accountability for decisions made by subordinates, and erroneous decisions or failure to achieve goals results in additional costs and personnel, serious delays in overall schedules and/or overall reputational harm to the executive, the office and/or the University. Performs long and short term planning for the office and identifies cost-effective ways to improve processes and efficiencies while ensuring compliance with federal, state, and University laws and policies.
Special Conditions of Employment: Overtime Travel Travel outside of normal business hours
Other Special Conditions of Employment: Successful completion of a background check is required for this critical position.
Job Close Date:
Duty 1: Manages, plans, and administers all administrative operations and activities for the President's Executive Office.
Functions as the gatekeeper, understanding the requirements of the senior leadership, in order to prioritize issues according to urgency and to allocate time for scheduled events, travel and meetings.
Provides efficient and effective support for the President.
Arranges executive meetings by developing agendas.
Manages flow of information to the President, including incoming mail and items for signatures, proofs/ edits final correspondence, and oversees the Presidential Correspondence unit.
Manages Presidential telephone communications, placing or screening calls.
Handles travel arrangements for President and other personnel as needed.
Tracks business expenses and receipts and prepares reimbursement requests and financial reports.
Prioritizes and manages the President's schedule.
Schedules, coordinates and organizes conference calls, meetings and events. Function:Executive Assistance and Administrative Support Percent: 30
Duty 2: Coordinates activities with other campuses, universities, and institutions on matters of significant importance to the President.
Responds to a wide variety of questions and issues from faculty, staff, students and the public on behalf of the senior leadership, including those highly sensitive in nature and / or with organization-wide impact.
Assists key executives by advising them of procedures and serving as a liaison between them and the President.
Completes projects and special assignments by establishing objectives, determining priorities, managing time, gaining cooperation of others, monitoring progress, problem-solving, and making adjustments to plans.
Researches information and performs special projects as assigned. Function:Client Service Percent: 25
Duty 3: Prepares responses to urgent requests on behalf of the senior leadership; takes charge of complex and highly sensitive matters, and independently investigates issues and problems.
Provides support in data analysis, prepares proposals and reports, and gathers information from external and internal contacts.
Researches, analyzes and synthesizes information to prepare executive briefings, reports, and summaries.
Provides briefings to the senior leadership on the status of issues and impending deadlines.
Receives and initiates extensive, regular and often sensitive outside contacts on behalf of the President with Regents, executives, regulators, elected officials, charitable boards and other constituents. Function:Communication and Public Relations Percent: 15
Duty 4: Establishes, recommends changes to and ensures compliance with policies, processes, and procedures which affect the effective and efficient management of the President's Executive Office. Ensures PEO compliance with OPA, Form 700, and other regulations, policies and guidelines.
Supervises assigned administrative staff by setting expectations, providing timely and effective feedback, coordinating requests for time off, and managing performance.
Leads in the development and implementation of efficient and effective systems for managing administrative staff, information, projects, and communications to ensure accurate and timely responses.
Prepares short and long range planning for administrative services operations and implement improvements to processes and procedures within the President's Executive Office.
Oversees the budget management of the President's Executive Office.
Coordinates with events planning and security in matters regarding the president's residence. Organizes ad hoc committees appointed by the senior leadership on a broad range of issues which are often organization-wide in scope. Function:Leadership and Management Percent: 30
Job Requirements Bachelors degree in related area and eight or more years experience in a parallel role with a minimum of four years experience supporting high-profile, senior executives or an equivalent combination of education and experience/training.
Demonstrate expertise in navigating a complex organization's processes, protocols, procedures and applicable State and Federal regulations.
Advanced knowledge of common organization-specific computer applications.
Advanced analytical and complex problem-solving skills as demonstrated by the ability to develop, assess, and synthesize information and recommendations from a wide variety of sources on a broad range of issues to formulate responses, presentations and reports.
Advanced political acumen and sensitivities to the differing perspectives and political circumstances within all levels of the organization as well as the Office of the President and external constituencies.
Advanced service orientation and attention to detail.
Excellent skills to communicate and influence effectively with all levels of staff, faculty, alumni/donors, students and external constituents, both verbally and in writing.
Excellent skills in collaboration, problem solving, advising and counseling skills. Ability to work effectively as a team member.
Excellent ability to multi-task with demanding timeframes.
Ability to use a high level of discretion and maintain all confidentiality. Demonstrated ability and temperament to work with sensitive information.
Demonstrated project management skills with mid to large sized projects. Required
Advanced degree preferred
Knowledge of federal regulations such as The Family Educational Rights and Privacy Act (FERPA) Preferred
About us 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 corporate headquarters to the ten campuses, five medical centers and three Department of Energy National Labs and enrolls premier students from California, the nation and the world.
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, national origin, disability, age or protected veteran status.
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About University of California Office of the President
The Office of the President is the systemwide headquarters of the University of California, managing its fiscal and business operations and supporting the academic and research missions across its campuses, labs and medical centers.