ADMINISTRATIVE SPECIALIST, OFFICE OF THE PRESIDENT
Location: Oakland Job ID: 18229
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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
Reporting to the Executive Assistant to the President, the Administrative Specialist receives many assignments directly from the President and is accountable directly to the Executive Assistant and in some cases to the President for the quality of work generated. Works directly with the offices of the Chief of Staff to the President and Communications Director. Works independently, often under the pressure of multiple projects, changing priorities, and short timelines--to define tasks, analyze and solve problems, and make recommendations using own initiative.
Manages and performs PEO administrative services and operations. Administrative services include activities in finance and human resources and may also include IT, facilities, or communications. The Administrative Specialist must be cognizant of the internal rhythms of the organization, the political and legal implications of interacting with certain callers and visitors, and the need to anticipate emerging administrative issues for the President and the Executive Assistant.
Must be cognizant of: 1) the University's historic mission of teaching, research and public service; 2) the legal and political sensitivities of particular issues facing the President's Executive Office; 3) the need to be sensitive to the impact of assignments--often highly confidential--on individuals and organizations; and 4) the need for extremely high production standards when preparing documents for the Executive Assistant. Must possess interpersonal skills to interact and communicate effectively (orally and in writing) with members of the general public, staff in other departments and on the campuses, senior managers within the University, and, occasionally, members of the California State Legislature and members of the Board of Regents and their staffs.
60% Administrative Support
Schedules meetings, telephone and conference calls for the President. Provide scheduling support to senior management, faculty members, Principal Officers of The Regents, members of the public, and corporate CEOs.
Arranges travel for the President and the Associate of the President.
Gathers information relating to meetings and events in which the President participates, working closely with the offices of the Chief of Staff and Communications Director.
Handles telephone inquiries on a variety of topics and determines the nature of the inquiry and the appropriate person/unit to direct the caller to.
Serves as liaison for the Executive Assistant with the staffs of the Vice Presidents, the Principal Officers of The Regents, and the Chancellors.
25% Back-up Support
Serves as primary back-up to the Executive Assistant to the President in her absence, providing primary administrative support to the President, assuming primary responsibility for the President's schedule and calendar, determining who should have access to the President, and ensuring there are no conflicts or timing problems as the President moves from activity to activity.
Maintains inventory of all department equipment.
15% Finance and Accounting
Gathers and analyzes financial and other resource data; prepares reports or analyses of operational activities, evaluation of current and proposed services, et cetera.
Functions as a resource on issues such as researching complex financial discrepancies, escalated customer service problems and vendor concerns.
Researches and resolves accounting errors and disputes with external vendors, OP accounting staff, and other units as necessary; submits change or work order requests.
Makes purchases and processes payments, reconciles accounts.
Gathers information for quarterly budget projections, updates budget system, and coordinates budget preparation with contacts from the budget office.
Minimum of one year of progressive experience supporting higher level leadership performing a range of administrative and analytical activities in an executive or corporate office environment; or an equivalent combination of education and experience.
Successful experience managing calendars, arranging travel and reimbursement, and coordinating logistics for a variety of high level meetings, conference calls, and events.
Demonstrated ability to interpret and appropriately apply policies and procedures; demonstrated ability to quickly acquire working knowledge of applicable policies and procedures governing functions such as accounting, purchasing, and travel.
Demonstrated ability to develop and implement office systems to enhance existing programs/systems, or conform to program changes and/or new policies and procedures.
Proven research and problem-solving skills to elicit pertinent program and administrative information or data; ability to identify patterns, trends, and problem areas and to recommend and/or take action to address these areas.
Ability to use sound judgment in responding to issues and concerns.
Strong verbal skills to articulate information in a logical and succinct manner; an understanding of and attention to proper etiquette when covering phone reception and receiving visitors; excellent writing skills to compose, edit, and proofread correspondence, summaries, presentations, and briefings using proper grammar, punctuation, and business style.
Outstanding interpersonal skills and public service orientation as demonstrated by the ability to work effectively with staff at all levels within and without the University.
Strong math skills to perform calculations and prepare basic statistical information.
Strong organizational and time management skills including the ability to coordinate and prioritize a diverse workload and to meet competing deadlines in a fast paced office environment.
Demonstrated knowledge of records management practices to design and implement an effective information storage and retrieval system, both paper and electronic.
Excellent attention to detail, verify all work thoroughly to ensure accuracy.
Demonstrated ability to work proactively and follow through on assignments with minimal supervision; ability to work collaboratively and cooperatively as part of a team.
Proven proficiency using MS Office Suite. Working knowledge of and proven experience using online systems and applications to process transactions, store and retrieve data, and generate reports. Ability to use computer tools to streamline work.
Solid organizational skills and ability to multi-task with demanding timeframes.
Working knowledge of common organization-specific and other computer application programs.
Ability to use discretion and maintain confidentiality.
Familiarity with the structure of University of California Office of the President, campuses, laboratories, and medical centers strongly preferred.
Bachelor's degree in related area and / or equivalent experience / training.
Due to COVID-19 restrictions, this position currently works remotely on most weekdays but is required to report to work onsite at least one day per week. This position is expected to report to work in person at the Oakland office once onsite operations resume.
SALARY AND BENEFITS
Salary: Commensurate with experience
Benefits: For information on the comprehensive benefits package offered by the University visit: Benefits of Belonging
The President's Executive Office (PEO) provides leadership and support to all other units within the Office of the President. Within the University, there are no higher circles in which to operate. UCOP supports campuses and students through systemwide funding and programs. It manages the University's multi-billion dollar operations and investments. It oversees medical centers and national labs. It provides centralized labor relations and legal services. And it promotes the well-being of its diverse and large workforce through benefits and retirement programs.
The Office of the President coordinates activities that allow a complex and unique system to operate efficiently as one university, furthering its public interest, academic and research missions. It oversees and manages programs that serve the entire university system, allowing campuses to capture the savings and efficiencies that come from centralized operations.
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 May 24, 2021. The position will be open until filled.
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
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
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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.