ADMINISTRATIVE OFFICER

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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
The University of California Office of the President (UCOP) Budget, Financial Planning and Analysis department provides strategic support in financial planning, policy analysis and fiscal administration to UCOP. The department provides analyses of policies, systemwide shared services and programs, assists in the determination of UCOP's financial priorities and develops strategies designed to achieve these priorities. The team partners with departments to align UCOP's resources with its strategic needs and goals, and delivers insightful financial analysis, forecasting and decision support to UCOP leadership to make effective and strategic funding, financial and operational decisions.

Position Summary
This position uses professional concepts to apply organizational policies and procedures to oversee a variety of ongoing operational issues. The position supports department functions and defined operational programs for the UC Office of the President's financial planning function; analyzes and resolves operational problems of moderate scope, and manages the administrative functions for the UCOP Budget, Financial Planning and Analysis team and senior leadership, coordinating, managing, and overseeing a variety of ongoing administrative, policy and operational issues. Manages complex and sensitive scheduling, and supports ongoing and new projects and initiatives requiring confidentiality, political awareness, ability to juggle multiple competing priorities, and pivot quickly when necessary, in a fast-paced environment that is critical to effectively supporting the Office of the President. Please note this position is eligible for hybrid work with a maximum of two days remote work per week.

Key Responsibilities

30% Coordinate and support projects including complex, multi-departmental, short and long-term projects, which can impact the department, the division, and/or all UCOP staff. The projects are critically dependent on time-sensitive master calendars relying on complex calendar coordination and project planning. This requires the ability to be agile, analytical, creative, patient, comfortable with ambiguity, and maintain confidentiality of information. Interface and work with all levels of the organization in a highly professional manner and work with a close-knit team within Budget, Financial Planning and Analysis to deliver the best possible outcomes and work products. Where needed, prepare and distribute materials, take detailed meeting notes, and follow-up on action items.

30% Works closely to support the Executive Director and Director as well as other team members to coordinate projects and schedules, often aligning schedules with UC senior leadership and meetings that may be of a sensitive nature. This activity requires sensitivity to the political and confidential nature of the work done by UCOP BFP&A in a fast-paced, dynamic, and demanding work environment.

20% Manages quarterly review of the BFP&A website tracking issues and items that require updates. Provides recommendations for improvements and updates and implements website changes leveraging IT support and tools. Coordinates with team members to update critical website content in a timely manner. Oversee the BFP&A Box drive, as well as resources for budget liaisons and owners to ensure they are up-to-date, and clear. Oversees documentation and update of budget policies and stakeholder procedures through the budget manual and Financial Accountability and Management program.

10% Budget management, ensuring compliance with policy, financial transactions, purchasing, and expense reimbursements for the department.

10% Participates in the development and revision of communications, PowerPoint presentations, updating standard operating procedures and guidelines, and other written materials, requiring strong MS Word and MS PowerPoint skill. Familiarity with MS Excel is also required. Also supports the coordination of multiple departmental email boxes and distribution lists. including those related to sensitive topics and requiring consultation with subject matter experts to draft timely and accurate responses. Includes communication of approved budget.

Experience
Required Qualifications

Minimum 2 or more years of experience in a related area

Skills and Abilities
Required Qualifications

Ability to use sound judgment in responding to issues and concerns.

Solid communication and interpersonal skills to communicate effectively with all levels of staff verbally and in writing.

Solid organizational skills and ability to multi-task with demanding timeframes.

Strong MS Word and MS PowerPoint skills and working knowledge of MS Excel.

Ability to work productivity with difficult communication styles and resolve problems effectively.

Strong self-starter, ability to work independently and ask for guidance and direction as appropriate for position and job responsibilities.

Ability to use discretion and maintain confidentiality.

Preferred Qualifications

Working knowledge of common UC and UCOP organization-specific computer programs. Knowledge of surveying tools, Zoom, Slack, and other technology is strongly preferred.

Familiarity with budgets and financial management a plus.

Education
Required Qualifications

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

Travel Requirements
0%

Job Title
Project Policy Analyst 2

Job Code
007397

Salary Grade
Grade 19

Payscale:
$72,000 - $81,000

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.

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 August 27, 2024. 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

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.

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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