Location: OaklandFull Time Job ID: 61691 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 Graduate, Undergraduate and Equity Affairs at the UC Office of the President provides leadership and support for efforts that advance UC equity and inclusion, close equity gaps, promote access to and successful completion of baccalaureate and graduate degrees, and help to provide an exemplary University experience for all. We are committed to the University of California's academic mission and to our core values: integrity in advocating unapologetically for access and institutional equity, respect for one another, accountability for and effective use of our public resources, and excellence in our service to the University and the State.
Position Summary Reporting to the Director of Outreach Events and Communications, the incumbent assists in organizing and coordinating projects undertaken by the Graduate, Undergraduate and Equity Affairs (GUEA) Events and Communications team in support of the myriad units of GUEA. Provides support across various facets of this nimble and close-knit team's work, including the creation and management of vendor POs, working with colleagues in finance to reconcile vendor billing and expense reports, coordinating project intake and management among team members, and providing operational assistance and support in the execution of events-related tasks as needed. Incumbent should be able to communicate effectively at a high level, thrive as part of a busy and fast-paced team, and facilitate the smooth flow of work within that team. As instructed by the Director of the unit, works on special projects or assignments with professionalism and discretion. Independent analytical and problem-solving skills with ability to analyze situations, identify existing or potential problems, recommend solutions, determine, and implement procedures to accomplish effective resolutions when the solution is not readily apparent, is required. Sets priorities and evaluates workflow analysis to ensure delivery of quality response and support of all GUEA program units. This position will involve occasional in-state travel in support of events. This position is eligible for a remote work arrangement within the state of California. The selected candidate must reside within the state of California or be willing to relocate.
30% Administrative Support: Processes and serves as a resource on purchasing, vendor payments, travel and entertainment transactions using the UCOP financial and business center systems. Serves as point of contact for professional service agreements. Functions as a resource on issues such as researching financial discrepancies, customer service problems and vendor concerns. Conducts all communications in a polite and professional manner, taking and delivering accurate and complete messages in a timely fashion. Applies discretion and sound judgment in responding to inquiries and requests for information, independently formulating responses or referring to appropriate staff member for follow-up. Functions as an integral part of a fast-paced team and ensures that the assigned executive and administrative responsibilities are carried out in a well-organized and professional manner.
30% Event Coordination: Assists with the coordination and execution of both in-person and online events, including all aspects of event set up and execution, communicating with university staff and vendors to coordinate editorial, technical and logistical details (e.g., facilities, schedules, requirements); ensure that necessary facilities and staff are available and appropriately assigned/prepared. Supervise setup and maintenance of technical/presentation equipment as needed; researches and recommends technical equipment to enhance effectiveness of programs and events.
20% Project Management: Develops detailed project plans including goals, deliverables, budget and timeline for the director, other stakeholders and implementation team members. Establishes metrics to determine completeness and effectiveness of projects and develop resulting recommendations. Researches, applies relevant policies and procedures and recommends potential solutions to issues and/or problems. Focuses on key issues, gathering and integrating information from a variety of sources. Determines appropriate course of action based on established guidelines, practices and/or processes. Assists with editing and proofreading communications collateral, as well as event-planning and organization, as needed, with an interest in developing more skills in these areas.
15% Communications: Regularly prepares error-free correspondence, presentations and other materials and communications. Assesses the importance and urgency of incoming materials to ensure timely receipt of information. Organizes information and prepares documents using various software including word processing, spreadsheets, database management systems, PowerPoint, electronic calendaring, email and internet. Provides back up support to the Central Services team for department email management and correspondence. Regularly supports the Communications team in writing, editing, and proofreading collateral for GUEA units, and has an excellent understanding of different writing style guides.
5% Other Duties: Attends classes, seminars and conferences that enhance professional expertise and foster managerial competency. Participates in activities that enhance the UC community and support the university mission. Upholds the organization's Principles of Community and assures that those values are upheld throughout the department. Other duties as assigned.
Experience Required Qualifications
Minimum of 2 years of professional experience performing a range of administrative and analytical activities in an office environment.
Skills and Abilities Required Qualifications
Demonstrated ability to develop and implement office systems to enhance existing systems or conform to program changes and/or new policies and procedures.
Experience managing calendars, arranging travel and reimbursement, and coordinating logistics for meetings and events.
Organizational and project management skills to coordinate and prioritize a diverse workload, handle multiple tasks, request resources, maintain workflow and establish systems to effectively track deadlines.
Analytical skills to appropriately interpret and coordinate workflow and ability to work proactively and follow through on assignments with minimal supervision.
Customer service orientation with ability to respond effectively and in a timely and professional manner to questions and/or requests for assistance.
Excellent communication, verbal, writing and editing skills that demonstrate competency and ability to articulate ideas and issues clearly, concisely, and logically.
Demonstrated ability to compose, edit and proofread business correspondence, using appropriate format, language and grammar.
Active listening skills to ensure that important points are noted and clearly communicated.
Interpersonal skills that demonstrate ability to work effectively across the organization at all levels, within unit and external to own group.
Ability to work collaboratively and productively with staff with varying work styles and personalities in a team-oriented environment.
Ability to use discretion and maintain confidentiality.
Demonstrated time management skills, including the ability to coordinate and prioritize a diverse workload and meeting competing deadlines in a fast-paced office environment.
Ability to acquire understanding of GUEA unit goals and objectives, as well as knowledge of university constituent groups and the general types of concerns the unit is responsible for handling.
Ability to function in a complex institutional environment, both independently and collaboratively with varying work styles and personalities in a multi-function team-oriented environment.
Proven proficiency within a PC operating environment, Microsoft Office Suite, electronic mail, the Internet and web-based applications, as well as general knowledge of Mac operating systems and associated cross-platform Microsoft applications.
Experience with MailChimp, Smartsheet, Canva, and Eventbrite.
Experience/proven proficiency with PowerPoint is a priority for this position.
Demonstrated knowledge of purchasing and procurement processes and systems such as Concur and Oracle.
Strong writing skills are a must and experience with editing and various writing style guides in previous work environments is strongly preferred.
Knowledge of University of California event and business policies preferred.
Education Required Qualifications
Bachelor's degree in related area and / or equivalent experience / training
Job Code 004263
Salary Grade STEPS
Payscale: $30.44 - $48.66 hourly
Full Salary Range: $30.44 - $48.66
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
This position is eligible for a remote work arrangement within the state of California. The selected candidate must reside within the state of California or be willing to relocate.
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 isNovember 29, 2023. The position will be open until filled.
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.
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
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About University of California Office of the President
The Office of the President is the systemwide headquarters of the University of California, managing its fiscal and business operations and supporting the academic and research missions across its campuses, labs and medical centers.