Career Center

EXECUTIVE ASSISTANT & CHIEF ADMINISTRATIVE OFFICER

Location: OaklandFull Time
Job ID: 50662
Job Posting

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

Position Base: Oakland
Location: UCOP - Franklin Building

Department Overview
The President's Executive Office (PEO) is comprised of the President's strategic, executive administrative, policy, and operations team as well as the Systemwide Title IX team and the UCOP Ombuds office. The PEO serves as the President's direct support for all strategic, operational, and administrative needs working across the Board of Regents, the 10 campuses and all OP divisions and departments to support and facilitate the needs of the President and the system.

Position Summary
This position is responsible for the administrative and executive support of the President of the University of California (UC) and the management of the President's Executive Office correspondence, business processes, facilities, residence, budget, security and administrative staff. The Executive Assistant and Chief Administrative Officer manages and organizes the president's day-to-day highly complex calendar, scheduling, and administrative activities in order to meet systemwide demands and other high-profile activities in an accurate and timely manner. The position also supports and liaises with the Associate of the President (president's spouse). This position requires the ability to multi-task in a complex, dynamic environment operating with the highest degree of professionalism, judgment and discretion commensurate with serving a nationally-recognized leader and executive. The Executive Assistant and Chief Administrative Officer interfaces with an extremely broad set of internal and external stakeholders including, e.g., Regents, Academic Senate, UCOP leadership, State governors and legislators, high school, community college and other intersegmental students and leaders, public think tanks, Statewide community interest groups, national legislators and stakeholders, and the chancellors, medical center CEOs and Lab managers and their executive teams for the 10 campuses, 6 medical centers, and 3 national labs in the UC portfolio. The Executive Assistant and Chief Administrative Officer assumes accountability for decisions made by subordinates, and erroneous decisions or failure to achieve goals results in additional costs and personnel, serious delays in overall schedules and/or overall reputational harm to the executive, the office and/or the University. Performs long and short term planning for the office and identifies cost-effective ways to improve processes and efficiencies while ensuring compliance with federal, state, and University laws and policies. The Executive Assistant and Chief Administrative Officer reports to the President's Chief of Staff and works closely with the Chief of Staff on all duties.

Key Responsibilities

70% Executive Assistance and Administrative Support

• Manages, plans, and administers all executive and administrative operations and activities for the President and Associate of the President (president's spouse).
• Prioritizes and manages the President's highly complex calendar and schedule.
• Schedules, coordinates and organizes conference calls, meetings and events.
• Functions as the gatekeeper, understanding the requirements of the senior leadership, in order to prioritize issues according to urgency and to allocate time for scheduled events, travel and meetings.
• Provides efficient and effective support for the President and the Associate of the President.
• Manages flow of information to the President, including incoming mail and items for signatures, proofs/ edits final correspondence, and oversees the Presidential Correspondence unit.
• Manages Presidential telephone communications, placing or screening calls.
• Handles travel arrangements for President and other personnel as needed.
• Tracks business expenses and receipts and prepares reimbursement requests and financial reports.

20% Leadership and Management

• Establishes, recommends changes to and ensures compliance with policies, processes, and procedures which affect the effective and efficient management of the President's Executive Office. Ensures PEO compliance with OPA, Form 700, and other regulations, policies and guidelines.
• Supervises assigned administrative staff by setting expectations, providing timely and effective feedback, coordinating requests for time off, and managing performance.
• Leads in the development and implementation of efficient and effective systems for managing administrative staff, information, projects, and communications to ensure accurate and timely responses.
• Prepares short and long range planning for administrative services operations and implement improvements to processes and procedures within the President's Executive Office.
• Oversees the budget management of the President's Executive Office.
• Coordinates with events planning and security in matters regarding the president's residence. Organizes ad hoc committees appointed by the senior leadership on a broad range of issues which are often organization-wide in scope.

5% Client Service

• Coordinates activities with other campuses, universities, and institutions on matters of significant importance to the President.
• Responds to a wide variety of questions and issues from faculty, staff, students and the public on behalf of the senior leadership, including those highly sensitive in nature and / or with organization-wide impact.
• Assists key executives by advising them of procedures and serving as a liaison between them and the President.
• Completes projects and special assignments by establishing objectives, determining priorities, managing time, gaining cooperation of others, monitoring progress, problem-solving, and making adjustments to plans.
• Researches information and performs special projects as assigned.

5% Communication and Public Relations

• Prepares responses to urgent requests on behalf of the senior leadership; takes charge of complex and highly sensitive matters, and independently investigates issues and problems.
• Provides support in data analysis, prepares proposals and reports, and gathers information from external and internal contacts.
• Researches, analyzes and synthesizes information to prepare executive briefings, reports, and summaries.
• Receives and initiates extensive, regular and often sensitive outside contacts on behalf of the President with Regents, executives, regulators, elected officials, charitable boards and other constituents.

Experience
Required Qualifications

• Minimum of 8 years of experience in a parallel role with a minimum of four years of experience supporting high-profile, senior executives or an equivalent combination of education and experience/training

Skills and Abilities
Required Qualifications

• Exceptional interpersonal communication skills and the ability to effectively communicate with and influence all levels of staff, faculty, alumni/donors, students and external constituents, both verbally and in writing
• Advanced knowledge of common organization-specific computer applications.
• Advanced analytical and complex problem-solving skills as demonstrated by the ability to develop, assess, and synthesize information and recommendations from a wide variety of sources on a broad range of issues to formulate responses, presentations and reports.
• Advanced political acumen and sensitivities to the differing perspectives and political circumstances within all levels of the organization as well as the Office of the President and external constituencies.
• Advanced service orientation and attention to detail.
• Excellent skills in collaboration, problem solving, advising and counseling skills. Ability to work effectively as a team member.
• Excellent ability to multi-task with demanding timeframes.
• Ability to use a high level of discretion and maintain all confidentiality. Demonstrated ability and temperament to work with sensitive information.
• Demonstrated project management skills with mid to large sized projects.

Education
Required Qualifications: Bachelors degree in related area and / or equivalent experience / training

Preferred Qualifications: Advanced degree

SPECIAL CONDITIONS

This position is eligible for a hybrid work arrangement. The selected hire will be required to report to work onsite at least 3 days/week.

SALARY AND BENEFITS

Job Title: Administrative Manager 1
Job Code: 000547
Salary Grade: Grade 25
Payscale: $135,000 - $160,000
Full Salary Range: $101,300 - $192,300
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 April 6, 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].

*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=50662&PostingSeq=1







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