Career Center

ADMINISTRATIVE SPECIALIST

Location: OaklandFull Time
Job ID: 45500
Job Posting

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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

DEPARTMENT OVERVIEW

Academic Affairs builds on the energy and academic strength of UC's campuses to enhance the system's educational impact. We help recruit and retain outstanding professors and provide them with the support they need to succeed. We promote excellence through programs that help prepare, recruit and support undergraduate, graduate and professional students. We manage programs that help position UC and California as engines of economic, social and cultural development. And we ensure that UC remains on the cutting edge of innovation in teaching and learning by supporting new academic initiatives.

POSITION SUMMARY

The Administrative Specialist reports to the Executive Assistant to the Provost. The incumbent provides a wide range of administrative support to the Immediate Office of the Provost and Executive Vice President for Academic Affairs and provides comprehensive support to the Chief of Staff to the Provost, including support for Regents meetings. The administrative duties include answering phones; coordinating, proofing, and tracking correspondence and other documents; arranging travel, accommodations, and related logistics, as appropriate. Other duties include providing basic financial support to the unit and preparing expense reports, communicating with the Business Resource Center, as appropriate; scheduling and coordinating arrangements for regular and ad hoc meetings and events; maintaining the Provost's Immediate Office and Academic Affairs Division SharePoint site; updating and maintaining the Provost's Immediate Office and Academic Affairs Division websites; assessing incoming requests and making decisions based on depth of knowledge of the issue; and performing other duties as assigned.

The incumbent is expected to function as an integral part of a fast-paced team and to facilitate the smooth flow of work, ensuring accountability for all administrative needs.

Responsibilities

35% Reception and General Administrative Support: Administers defined operational activities which include: finance and communication. Functions as an integral part of a fast-paced team and ensures that assigned responsibilities are carried out in a well-organized and professional manner.

As administrative liaison, respond to inquiries from a wide variety of individuals and at all organizational levels by phone, mail and electronically. Answer and place phone calls in a polite and professional manner, taking and delivering accurate and complete messages in a timely fashion. Apply discretion and sound judgment in responding to inquiries and requests for information, independently formulating responses or referring to appropriate staff member for follow up.

Provide comprehensive administrative support to the Chief of Staff to the Provost.

Support Regents coordination for the Academic Affairs division by setting annual calendars for material submission, scheduling rehearsals and briefing meetings, tracking meeting material submissions (agenda titles, briefing materials, agenda items, presentation slides), proofing materials, and coordinating logistics with presenters.

Provide administrative support to others in the Immediate Office of the Provost, as needed. Take action and distinguish priorities according to knowledge of the nature and context of Unit activities and the operational needs of staff. Evaluate, develop, and propose alternative administrative strategies and processes to address changing and competing demands.

Research and compile information from various sources; draft, edit, and format a variety of written materials including but not limited to correspondence, presentations, reports, and other communications materials.

Work with immediate office, sub-units, departments, and other constituents to promote a sense of teamwork to complete projects and facilitate flow of work.

Provide back up support to colleagues; actively participate in staff meetings and process improvement projects; and perform other assignments/projects as requested.

30% Calendaring/Events/Travel: Manage the Chief of Staff's calendar by scheduling meetings, appointments, and conference call.

Support the Chief of Staff by handling the arrangements for meetings, including catering, coordination of outside participants, meeting rooms, presentation equipment, and preparation and distribution of agendas and background material. As requested, support other staff in arrangements for meetings.

Specify meeting needs and investigate on-site meeting facilities.

Coordinate pricing with hotels/catering vendors; initiate service agreements within budgetary constraints and UC policy; coordinate menus, keeping cost within applicable limits.

Determine and arrange for audiovisual and technical needs, including signage, projector, tele/videoconferencing, and Internet access.

Ensure that meeting participant needs, preferences, and practices are considered. Events may also involve offsite locations.

Arrange travel, accommodations, and related logistics for the Chief of Staff. As requested, support other staff in arranging travel. Anticipate needs and maintain flexibility, investigate options and recommend/prepare detailed itineraries, research and prepare background information/materials, and process/track expense reimbursements through BRC.

15% Financial Services Support: Works with BRC Events group to develop budgets for systemwide meetings and conferences. Tracks expenditures to ensure costs do not exceed budget but is within UC policy limits.

Compile expense documentation accurately and in a timely fashion according to

UC financial policies and procedures, ensuring that all expenses are reimbursed from appropriate accounts.

Review expense reports submitted for the Provost's signature for accuracy and to ensure that UC financial policies and procedures are followed.

10% Correspondence and Files: Proof and process signature items and correspondence received. Log pertinent details in databases, track and facilitate action on signature items, and forward or return to the appropriate individual or department. Assist with filing materials so that items can be easily and quickly retrieved.

Assess the importance and urgency of incoming materials to ensure timely receipt of information. Maintain current information on key issues and organize relevant background information for meetings.

5% SharePoint Administration: Responsible for the maintenance of the Provost's Immediate Office and the Academic Affairs Division SharePoint site, keeping documents organized and updated.
Coordinates with ITS to ensures access and permission levels to site is appropriately given and eliminates access as needed

Under direction from the supervisor, designs the filing structure of the site and posts content (documents) in the appropriate folders.

Communicates, as needed, with the division staff when new or updated information is posted.

Acts as resource to division staff when questions arise on how to use the site.

5% Web Content Management: Uses Crystal web content management system to update and improve the Provost's Immediate Office and Academic Affairs Division websites within the UCOP.edu domain.

Drafts content for management and posts content (text, pictures, videos, links) to websites.

Works with the Communications Department when higher level design work is needed.

Works with Academic Affairs department web content managers, as needed, to incorporate division-wide consistency and standards in how content is displayed.

Monitors sites for broken links and outdated content.

Required Qualifications

• Demonstrated knowledge and experience working with business and finance policies.
• Demonstrated ability to focus on key issues, research, gather and integrate information from a variety of sources (e.g., internet, manuals, etc.) and consider/recommend reasonable alternatives.
• Demonstrated ability to quickly learn new systems applications to query and input information into various operational systems.
• Excellent oral communications skills which demonstrate the ability to convey and explain information, and tactfully deal with diverse people, situations, and ideas.
• Experience projecting a professional and polished image that inspires confidence and trust; ability to maintain discretion when working with confidential and sensitive information.
• Demonstrated verbal skills to articulate information in a logical and succinct manner; understanding 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.
• 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 follow through on assignments under general supervision; ability to work collaboratively and cooperatively as part of a team.
• Proven organizational skills with the ability to establish job priorities in order to meet deadlines and manage constantly changing priorities. Attention to detail as demonstrated by regularly verifying all work thoroughly to ensure accuracy.
• Outstanding interpersonal skills and public service orientation as demonstrated by the ability to work effectively with staff at all levels within the University.
• Demonstrated flexibility in accommodating changing priorities and making sound decisions when faced with unclear situations or information.
• Thorough knowledge of Microsoft Office Suite or software and experience using Word and PowerPoint to create documents, reports, and presentations. Strong Excel abilities to create formula-driven spreadsheets with multiple tabs and presentation-ready tables and charts.
• Ability to work occasional evenings as necessary to meet deadlines.

Education

• Bachelor's degree in a related field plus two years' experience providing executive support, or an equivalent combination of education and experience.

SPECIAL CONDITIONS

SALARY AND BENEFITS

Salary: $31.85 - $36.87 per hour, commensurate with experience.

Benefits: For information on the comprehensive benefits package offered by the University visit: Benefits of Belonging

ADDITIONAL INFORMATION

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 November 28, 2022. 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.



To apply, visit https://careerspub.universityofcalifornia.edu/psp/ucop/EMPLOYEE/HRMS/c/HRS_HRAM.HRS_APP_SCHJOB.GBL?Page=HRS_APP_JBPST&Action=U&FOCUS=Applicant&SiteId=19&JobOpeningId=45500&PostingSeq=1







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