Career Center

ADMINISTRATIVE OFFICER

Location: Oakland
Job ID: 45548
Job Posting

For UCOP internal applicants, please login to the internal candidate gateway at: Jobs at UCOP

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 External Relations and Communications Division at the University of California, Office of the President, is focused on increasing public understanding and support for the university and communicating UC's value and impact on the lives of people in our local communities, California and the nation. We help establish and strengthen relationships with outside constituencies and work with campuses to facilitate support for the university. The division is seeking an experienced administrative officer to support teams that provide communications, messaging and strategic consultation for the Office of the President.

POSITION SUMMARY

Reporting to the Division Director of Finance and Administration, the Administrative Officer provides administrative support to several departments within the External Relations and Communications Division. Key responsibilities include developing and managing systems for processing purchases, invoices and reimbursable transactions, scheduling and coordinating arrangements for meetings and events, maintaining multiple calendars, planning and booking travel, assisting with documentation and tracking of vendors, suppliers, and contractors in the Procurement process. The Administrative Officer works as part of a team of administrative professionals in service to the division, and acts with a high degree of autonomy, professionalism, tact and discretion in handling confidential and sensitive matters. The Administrative Officer supports staff and leadership, in part, by working with UCOP partners in the Business Resource Center, Procurement, ITS, and HR to expeditiously and effectively steward key projects. The candidate is expected to function as an integral part of a fast-paced team, have a proactive approach to work and problem-solving, facilitate the smooth flow of work, ensure accountability for all administrative needs of the unit, and be fiscally responsible.

Responsibilities

50%

Transactional support and communications: Process purchases, reimbursable transactions, and invoices according to UC policies and procedures. Orders office supplies and tracks subscriptions for the division. Maintain listservs, call directories and other department documents. Establish and maintain an effective and well-documented paper/electronic records management system for correspondence and other materials. Develop and maintain databases as requested.

Administers operational programs which may include finance, facilities, space planning, human resources, ITS needs.

Assist the Division Director of Finance and Administration and other administrative team members in the Procurement process, including but not limited to: submitting documentation for new suppliers, implementing requisitions for purchase orders and change orders, processing invoices, tracking invoices, monitor and manage purchase order balances, order supplies, subscriptions, online tools and resources for the various departments. Manage financial systems and processes in Oracle, Concur and other financial transactional systems.

Respond to inquiries from a wide variety of individuals and at all organizational levels by email and phone as necessary. 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.

35%

Scheduling and meeting planning: Coordinate and maintain multiple calendars in a timely and flexible manner to accommodate competing and high priority meetings, calls, and issues. Schedule meetings, appointments, and conference calls for team members in the departments as needed. Coordinate related arrangements such as catering, reserving conference rooms and hoteling workspaces, presentation equipment, agenda preparation and the distribution of materials. Acts as a gatekeeper to ensure principals are well-prepared and on time to their meetings and events. Prioritizes issues according to urgency to allocate time accordingly.

15%

Travel planning: Arrange travel, accommodations, and related logistics for the office as appropriate. Anticipates staff needs and maintain flexibility, investigate options and recommend/prepare itineraries, prepare background information/materials, and process/track expense reimbursements.

Required Qualifications

• Experience performing a range of administrative functions including calendaring, travel and meeting arrangements, correspondence, reception, records processing and other admin support tasks.
• Proficiency in both Mac and PC operating environment, with excellent skills in Microsoft Office Suite including Word, Excel and PowerPoint.
• Strong verbal and written communication skills, an ability to articulate ideas and issues clearly and concisely with colleagues. Demonstrated ability to compose business correspondence using appropriate format, language and grammar. Active listening skills to ensure that important points are noted and clearly communicated. Takes an independent and proactive approach to work and problem-solving.
• Must be highly organized with an ability to multitask in a fast-paced dynamic environment, maintain workflow and meet deadlines. Proven skill establishing and maintaining accurate digital and paper files. Demonstrated ability to receive and follow general and specific verbal and written instructions with an ability to follow through on assignments with minimal supervision.
• Customer service orientation with ability to respond effectively and in a timely and business-like manner to questions and/or requests for assistance.
• Act with discretion when handling sensitive matters.

Preferred Qualifications

• Knowledge of and experience with UC systems, financial transactional processes, Concur and Oracle.

Education

• Bachelor's degree or equivalent training with two to four years of progressively responsible experience performing a range of administrative functions.

SPECIAL CONDITIONS

SALARY AND BENEFITS

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.

Pay Scale and budgeted salary range for this position is: $35.69 - $41.39 hour. Salary offers are determined based on final candidate qualifications and experience.

Job Grade: 114

Payroll Title: ADMN OFCR 2CX

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 December 6, 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: [email protected].

*LI-SG1



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=45548&PostingSeq=1







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