ADMINISTRATIVE SPECIALIST

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UC OFFICE OF THE PRESIDENT

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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 Provost's Immediate (PIO) and provides comprehensive support to the Chief of Staff (COS) and Deputy Chief of Staff (DCOS) to the Provost, including support for Regents meetings. The administrative duties include electronic communications on behalf of the PIO; calendaring on behalf of the COS and DCOS; preparing the Provost's daily briefing materials in hard copy and electronic form; administrative support for bi-monthly Regents meetings; coordinating, proofing, and tracking correspondence and other documents as back up to the first Administrative Specialist; and arranging travel, accommodations, and related logistics for the COS and DCOS, 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. Please note this is a Hybrid position with three days per week on site in Oakland, CA.

Responsibilities

• 35% General Administrative Support and Administrative Support for Regents Meetings: 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 email, phone, and mail. 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 (COS) and Deputy Chief of Staff (DCOS) 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, scripts), proofing materials, and coordinating logistics with presenters. Provide administrative support to others in the Provosts Immediate Office (PIO), 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/Travel/Reimbursements: Manage the COS's and DCOS's calendars by scheduling meetings, appointments, and conference calls. Supports the COS and DCOS by handling the arrangements for meetings, including coordination of outside participants, meeting rooms, presentation equipment, and preparation and distribution of agendas and background material. As requested, support other staff, including the PIO's Events Manager in arrangements for meetings and events hosted by the PIO. Determine and arrange for audiovisual and technical needs, including signage, projector, tele/videoconferencing, and Internet access. Arrange travel, accommodations, and related logistics for the COS and DCOS. 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 Business Resource Center (BRC).

• 15% Financial Services Support: 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. Submit invoices for payment and support the creation and extension of business contracts. 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 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

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

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.

Education

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

SPECIAL CONDITIONS

Please note this is a Hybrid position with three days per week on site in Oakland, CA.

SALARY AND BENEFITS

Job Title
Administrative Officer 2

Job Code
007376

Salary Grade
Grade 19

Payscale:
$75,500 - $87,000

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 March 20, 2025. If needed, the position will be opened 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

As a condition of employment, you will be required to comply with the University of California Policy on Vaccination Programs, as may be amended or revised from time to time. Federal, state, or local public health directives may impose additional requirements.

As a condition of employment, the finalist will be required to disclose if they are subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct, are currently being investigated for misconduct, left a position during an investigation for alleged misconduct, or have filed an appeal with a previous employer.

• "Misconduct" means any violation of the policies or laws governing conduct at the applicant's previous place of employment, including, but not limited to, violations of policies or laws prohibiting sexual harassment, sexual assault, or other forms of harassment, discrimination, dishonesty, or unethical conduct, as defined by the employer.
  • UC Sexual Violence and Sexual Harassment Policy
  • UC Anti-Discrimination Policy for Employees, Students and Third Parties
  • APM - 035: Affirmative Action and Nondiscrimination in Employment

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. For the University of California's Affirmative Action Policy please visit: https://policy.ucop.edu/doc/4010393/PPSM-20. For the University of California's Anti-Discrimination Policy, please visit: https://policy.ucop.edu/doc/1001004/Anti-Discrimination.

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