Administrative Operations Coordinator--(Onsite At Uclcc)

Location: OaklandFull Time
Job ID: 52582
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

The UC National Laboratories (UCNL) at UCOP has governance and prime contract administration responsibility for Lawrence Berkeley National Laboratory (LBNL) and represents UC's management of limited liability companies (LLCs) responsible for Los Alamos National Laboratory (LANL) and Lawrence Livermore National Laboratory (LLNL). As a key partner in the Lawrence Livermore National Security, LLC (LLNS) and the Triad National Security, LLC, UCNL is responsible for governance and oversight of the Labs and has responsibility for assuring excellence in science, technology and engineering and mission execution underpinned by excellence in business and operations. UC has sole responsibility for LBNL and UCNL leads in assuring all aspects of contract administration, mission execution and operations.

POSITION SUMMARY

The Administrative Operations Coordinator provides onsite operational and facilities management, and event support for the UC Livermore Collaboration Center (UCLCC), a newly renovated meeting/event space managed by the UC National Laboratories (UCNL) office. The Center is located in Livermore, CA, adjacent to the Lawrence Livermore National Laboratory (LLNL). Uses skills as a seasoned, experienced professional with a full understanding of analytical practices, policies and procedures; researches, analyzes and develops solutions to a wide range of issues. Demonstrates good judgment in selecting methods and techniques for obtaining solutions. Primarily deals with policies, programs and proposals which are complex in nature and diverse in scope. Develops new programs, policies or procedures for possible implementation.

Key Responsibilities

55% Operations/Administrative/Facilities Management:

Oversee day-to-day operations of the Center in collaboration with the Executive Director for Partnerships and Outreach.

Liaison with UCOP-wide support organizations: building facilities, network IT, telecommunications, AV, security, etc.), including LLNL, as required.

Oversee and independently troubleshoot issues associated with facilities maintenance, IT/WiFi/Telecom networks, copier/printer, and other onsite equipment.

Provide executive-level administrative support to Executive Director for Partnerships and Outreach, including calendaring and travel arrangements.

Maintain Center's budget, process and track vendor invoices and expense reimbursements.

Process visitor badges for onsite guests.

Maintain office and other supply needs.

Maintain databases, spreadsheets, files, and tracking systems.

35% Event Support for Onsite Activities and Programs:

As the primary liaison and first point of contact, represent and interact with various levels of visitors and UC staff.

Provide front office reception and welcome guests.

Help develop and manage a room/event reservation process/system.

Maintain master event/program calendar.

Review and approve meeting/event requests in consultation with Executive Director.

Serve as lead point of contact for meeting organizers in advance and the day of onsite events and programs.

Work closely with meeting organizers to ensure room setup and cleanup is done properly/timely.

Develop guidelines for users of facility in collaboration with Executive Director:

o UCNL office role versus program hosts responsibilities, and

o Rules/Guidelines for using space (setup, catering, cleaning, etc.)

Develop and maintain a list of preferred hotels, caterers, restaurants, transportation, etc.

5% Administrative Support:

Provide administrative support to the greater UCNL office, including executive-level support to one or more Executive Directors.

5% Other duties:

Willing to lead projects and take on additional responsibility as the Center expands.

Communications and marketing support:

o Follow up communications and surveys with users.

o Design flyers/signage, etc.

Other duties as assigned.

Required Qualifications

Strong customer service orientation.

Strong communication and interpersonal skills to communicate effectively and tactfully with all levels of staff, faculty, and external constituencies, both verbally and in writing.

Proven organizational and project management 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.

Demonstrated technology and computer skills, with experience using computer applications such as Microsoft Office Suite (Outlook, Word, Excel, PowerPoint), Google Workspace (Calendars), Zoom; ability to quickly learn new systems and applications.

Proactive problem-solver with ability to make sound decisions when faced with immediate or unclear situations and information.

Demonstrated self-starter with ability to follow through on assignments under minimal supervision; ability to work both independently and collaboratively and cooperatively as part of a team.

Successful experience managing calendars, arranging travel and reimbursements, and coordinating logistics for a variety of meetings and events.

Ability to maintain discretion when working with confidential and sensitive information.

Work a standard 5-day work-week based on operational hours, with flexibility based on business needs.

Preferred Qualifications

Knowledge of UC policies and procedures.

Experience

Min 5 years - Administrative, operations and/or event planning role.

Education

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

SALARY AND BENEFITS

Job Title
Project Policy Analyst 3

Job Code
007398

Salary Grade
Grade 21

Payscale: (the salary that University reasonably expects to pay for this position based on budget and experience):

$81,000 - $94,000

Full Salary Range (the full salary range shows the growth potential for this position. New hires will not be brought in at a rate higher than the budgeted payscale of the position):

$67,000 - $119,200

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

Position Base
Livermore/Oakland

Location
UC Livermore Collaboration Center

TRAVEL REQUIREMENT

10% Meetings/work performed at UCOP in Oakland.

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 July 14, 2023. 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].



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=52582&PostingSeq=1







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