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Executive Assistant To The Secretary And Chief Of Staff To The Regents (Hybrid)

University of California Office of the President

Details

Posted:

May 25, 2023

Location:

Oakland, California

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Salary:

Open

Executive Assistant To The Secretary And Chief Of Staff To The Regents (Hybrid)

Location: Oakland
Job ID: 53722
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 Office of the Secretary and Chief of Staff to The Regents (SOR) provides a broad range of staff support to the Regents, the governing board of the University of California. The Office serves as the office of record for the Board and processes and executes documents implementing Regental action. All positions in the office are confidential and routinely interact with Regents and the University's executive and senior management and their representatives. The Secretary and Chief of Staff is a Principal Officer of The Regents, reporting directly to the Board.

POSITION SUMMARY

The Executive Assistant (EA) provides high-level administrative and executive support to the Secretary and Chief of Staff to The Regents, the Assistant Secretary of The Regents, and the Regents, both individually and as a Board, often managing complex, detailed and confidential matters. The EA acts with a high degree of autonomy, dealing with complex and sensitive issues requiring sound judgement, solid decision-making, and effective diplomacy, as well as knowledge and understanding of the University and the Board structure. Responsibilities include managing a smooth flow of administrative operations, including developing and administering systems for managing information and projects, arranging travel, managing complex calendars, and coordinating meetings and social and business events on behalf of the Regents. In addition, the EA has a direct influence on the first impression and reputation of the Office, and must show professionalism, tact and discretion. Requires a high level oral and written communication skills and must be able to work under pressure of constantly changing priorities, unanticipated urgent demands, and multiple tasks. The incumbent is expected to function as an integral part of a fast-paced team and to facilitate the smooth flow of work, ensuring accountability for assigned administrative needs.

Key Responsibilities

35% General Office/Administrative Support. Direct the daily administrative operations of the Office, providing high-level administrative oversight and support, working closely with the Secretary and Chief of Staff and the Assistant Secretary to develop, implement, and ensure compliance with administrative office policies and procedures to enhance the overall effectiveness and orderliness of the office operation and administrative support functions. Independently oversees the administrative support activities of the office, including managing the Secretary and Chief of Staff's demanding schedule, complex calendar, and meeting/travel planning. Function as the gatekeeper, understanding the requirements of the Secretary and Chief of Staff and prioritizing issues according to urgency, allocating time as appropriate. Stay abreast of ongoing and emerging activities and projects, considering pending issues, deadlines, and priorities, and providing briefings for the Secretary and Chief of Staff, ensuring effective and appropriate scheduling and preparation for meetings, conferences, etc. Respond to a wide variety of questions and requests from Regents and others on behalf of the Secretary and Chief of Staff, including highly sensitive matters that require in-depth knowledge of UC institutional operations, governance processes, and procedures.
30% Communications. Serve as the lead administrative contact for the Office. Communicate and coordinate regularly and effectively with personnel at the highest levels of the organization including the Regents, President, Chancellors, Executive Vice Presidents, and other senior officers of the University and their staff. Serve as a liaison and facilitate communication between the President's Immediate office, the Chair of The Regents, and other individual Regents, as well as with the relevant Vice Presidents' or Chancellors' offices. Manage incoming internal and external inquiries both in-person and on the phone, independently formulating responses with professionalism, tact, and diplomacy. Interact with UC stakeholders, prominent members of the community, and visitors, serving as the initial point of contact. The incumbent is expected to keep in mind the sensitivity and political aspects of the Office, possible conflict of interest, intentions, and attitudes of callers. As appropriate, manage information flow to the Secretary and Chief of Staff or the Assistant Secretary, and refer callers to appropriate staff for follow up. Communicate and develop working relationships with a wide range of contacts, including the executive offices of various departments to facilitate information-gathering and problem-solving. Researches, analyzes, and synthesizes information to prepare executive briefings, reports, and summaries. Provides background information, talking points, and briefing materials for the Secretary and Chief of Staff. Ensures that written work is formatted correctly, is complete and accurate, and adheres to UC protocol and policy, and that proper attachments and supplementary materials accompany items for review and signature.
30% Meeting/Event Coordination. Manage the coordination of meetings beyond the official Regents Meeting calendar, ensuring compliance with open meeting laws as they pertain to Regental quorums. Act as the Secretary and Chief of Staff's deputy in communications involving calendaring and scheduling of Regents. Act as a liaison between Regents and senior administration (UCOP, chancellors, and Principal Officers) on behalf of the Secretary and Chief of Staff as requested. Manage schedules, which includes complex calendaring, in addition to meeting, event and travel planning. Coordinate meeting materials and other information from other departments and track to ensure completion with sufficient time for appropriate Regent(s) to review prior to meetings. Provide the status of scheduled meetings and phone calls, including the purpose and organizer of meetings or calls, agendas, etc. Oversee office administrative operations for the Secretary and Chief of Staff during Regents Meetings, responding to inquiries and questions, as needed. Provide staff assistance in planning and organizing of Regental events, such as Regents dinners and campus visits, and Regental involvement in inaugural and commencement functions.
5% Other Perform special projects and other administrative and research support as assigned, including providing direct support to the Secretary and Chief of Staff, Assistant Secretary, and Regents Analysts, as directed.

Experience

Required Qualifications

Min 7 years - At least seven years of progressive and successful experience in an executive assistant role, preferably at UC, performing a range of administrative functions including complex scheduling, logistical arrangements in a high-profile environment; or an equivalent combination of education and experience.

Skills and Abilities

Required Qualifications

Demonstrated experience planning and coordinating logistics for meetings and events of varying size and scope, including scheduling coordination, meetings/events logistics (such as conference room and catering reservations, AV equipment, and other needs), and associated travel and/or hotel arrangements.
Strong verbal skills as demonstrated by the ability to gather and articulate ideas, thoughts, and information logically and sequentially. Active listening skills to ensure that important points are noted and clearly communicated.
Excellent written and editorial skills as demonstrated by the ability to compose and/or draft, edit, and proofread sensitive materials according to specific formats and protocols. Ability to use clear and concise expression in composing correspondence and other documents applying appropriate language, grammar, punctuation, and business style.
Excellent interpersonal skills and public service orientation; political acumen and sensitivity to differing perspectives and political circumstances; ability to establish and maintain positive working relationships with management and staff in a large multifaceted organization. Experience in representing high-level management in a highly professional manner.
Demonstrated experience projecting a professional and polished image that inspires confidence and trust; ability to maintain a high degree of discretion when working with confidential and sensitive information.
Strong project management and organizational skills to prioritize and manage a heavy workload, as well as complete multiple, complex projects in an accurate and timely manner under the pressure of deadlines; ability to handle interruptions/changes without impact on productivity.
Demonstrated ability to work independently and proactively to follow through on assignments and achieve results with minimal supervision; demonstrated ability and willingness to work collaboratively and cooperatively as part of a team.
Advising and counseling skills. Strong interpersonal skills include tact, diplomacy, adaptability, and recognizing politically sensitive situations.
Meticulous attention to detail as demonstrated by regularly verifying work to ensure accuracy.
Proficiency with PC; thorough knowledge of MS Office to create documents, tracking logs/databases, reports and presentations; proven experience with Adobe Acrobat Professional to convert documents; the Internet; electronic mail; and Outlook calendar.

Preferred Qualifications

Broad knowledge of higher education governance, organizational and personnel structures, communication channels, policies, and procedures. Broad knowledge of the University's administrative structure and functions, policies procedures, and practices is preferred.

Education

Required Qualifications

Bachelor's degree in related area and a minimum of 7 years' experience and/or equivalent experience/training.

SPECIAL CONDITIONS

Current policy requires that a new employee work on-site on Tuesdays and Wednesdays ('anchor days'). The person hired will be required to reside within California and report to work on-site at UC's Office of the President (UCOP) located in Oakland, CA at least three days per week, subject to change.

SALARY AND BENEFITS

Job Title
Executive Assistant 4

Job Code
007385

Salary Grade
Grade 22

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

$94,000 - $118,000

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):

$74,300 - $134,500

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 June 7, 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: epost@ucop.edu.

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=53722&PostingSeq=1

Internal Number: 4215429

About University of California Office of the President

The UCPath Center is the transactional hub for human resources, payroll, benefits, general ledger, workforce administration and academic processes across the entire University of California system.Located in Riverside, California, the UCPath Center will serve more than 200,000 employees from each UC campus and medical center as well as vendors, location administrators, and policy makers from the University of California Office of the President.

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Executive Assistant To The Secretary And Chief Of Staff To The Regents (Hybrid)

University of California Office of the President

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