Administrative Officer - Hybrid

Administrative Officer - Hybrid

Location: OaklandFull Time

Job ID: 51328

Job Posting

For UCOP internal applicants, please login to the internal candidate gateway at: https://jobs.ucop.edu/

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. https://www.ucop.edu/about

Department Overview
Graduate, Undergraduate and Equity Affairs (GUEA) provides leadership and support for efforts that advance UC equity and inclusion, that promote access to and successful completion of baccalaureate and graduate degrees, and that help to provide an exemplary student academic experience.

Position Summary
Involves managing or performing the administrative services or managing the full general operations of an academic or non-academic organization(s). Administrative services include activities in finance and human resources and may also include IT, facilities, or student services. General management activities include long and short range strategic planning in determining the mission and directing all activities of multi-disciplinary departments through subordinate management staff.

Key Responsibilities

• 60% Business/Administrative Operations: Manages, plans and administers a wide range of administrative operations. Develops and implements unit practices and strategies for greater unit efficiency and impact. Provides executive level support for unit executive director to facilitate work with key collaborators (Council of Graduate deans, business school deans, UCOP colleagues/leadership, principal staff across the system and others) in advancing critical systemwide graduate education initiatives, policies and efforts. Also performs advanced unit administrative duties. Position manages and coordinates special events as well as provides organizational support, including scheduling and meeting preparation. Position must maintain confidentiality regarding a range of sensitive areas/issues, including represented students/personnel, unionization and bargaining related matters. Responsible for correspondence, document review/editing in addition to assisting in the design and drafting of organizational website content; newsletters and other communication as appropriate on behalf of the unit/executive director. Provides input into non-technical portions of grant and contract proposals. Performs advanced administrative functions to support established faculty grant and academic preparation programs, UC pathways initiatives and other pathways programs. Calculates, monitors and manages deliverable deadlines. Project management including securing appropriate experts, contributors and data/information as necessary.

• 20% Database coordinator: Responsible for data collection, analysis and reporting. Under the direction of the AO4, responsible for management of various databases for the unit such as the UC-HBCU database, UC-HSI DDI database, proposal Central grants database. Supports the AO4 in developing and maintaining databases critical for systemwide initiatives and efforts. Analyzes database effectiveness, uses and report design.

• 15% Financial and IT management: Responsibilities include budgetary and financial management. Provides extensive analytical budgetary support to AO4 in addressing highly complex financial/budgetary needs for current and evolving initiatives and funding resources. Primary responsibility for analyzing, assessing, coordinating the unit's computing services needs (e.g. software, hardware, database systems, cloud storage). Facilitates resolution of IT and facilities issues for unit efficiency. Serves as unit liaison for IT needs and issue resolution.

• 5% Other duties as assigned.

Experience
Required Qualifications

• Minimum of 5 years of related work experience.

Skills and Abilities
Required Qualifications

• Excellent organizational skills, ability to manage projects and multiple assignments with ongoing demanding timelines.
• Ability to use sound judgment in responding to issues and concerns.
• Interpersonal skills including verbal and written communication, active listening, critical thinking, and persuasiveness skills.
• Solid knowledge of common University-specific computer application programs.
• Ability to use discretion and maintain confidentiality.
• Knowledge of a variety of administrative operational activities such as event planning, basic fundraising processes, website design, accounting, and contracts and grants regulations and guidelines.
• Demonstrated database experience (Access or similar)
• Thorough knowledge of financial analysis and reporting techniques.
• Demonstrated commitment to principles of diversity, equity and inclusion in higher education and the workplace.
• Proficient in Microsoft Excel.

Preferred Qualifications

• Thorough knowledge of University rules and regulations, processes, protocols and procedures for budget, accounting and fund management, and / or personnel management.
• Ability to collect, review, synthesize, organize and format large amounts of data and other material.
• Strong skills in short-term planning, analysis, problem- solving, and customer service.
• Experience with or knowledge of graduate studies.
• Advanced internet research experience and skills.

Education
Required Qualifications

• Bachelor's degree in related area and / or equivalent experience / training

Job Title
Administrative Officer 3

Job Code
007377

Salary Grade
Grade 22

Payscale:
$90,000 - $104,400

Full Salary Range:
$74,300 - $134,500

The University of California, Office of the President, is required to provide a reasonable estimate of the compensation range for this role. This 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 pay scale is the budgeted salary or hourly range that the University reasonably expects to pay for this position.

HOW TO APPLY

Please be prepared to attach a cover letter and resume with your application.

APPLICATION REVIEW DATE

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. https://www.ucop.edu/local-human-resources/manager-resources/hiring-process/background-checks.html

Smoke Free Work Environment: The University of California, Office of the President, is smoke & tobacco-free as of January 1, 2014. https://www.ucop.edu/safety-and-loss-prevention/environmental/program-resources/uc-smoke-free/uc-smoke-tobacco-free.html

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. https://policy.ucop.edu/doc/5000695/SARS-CoV-2_Covid-19

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. https://policy.ucop.edu/doc/4000376/DiscHarassAffirmAction

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: https://www.ucop.edu/accessibility/index.html or email the Human Resource Department at: epost@ucop.edu.

To apply, visit https://apptrkr.com/4213971

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