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EXECUTIVE ASSISTANT / ADMIN MANAGER

Employer
University of California Office of the President
Location
California, United States
Salary
Salary Not specified
Posted date
Aug 12, 2021

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Position Type
Administrative, Business & Administrative Affairs, Business & Administrative Support
Employment Level
Executive
Employment Type
Full Time
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EXECUTIVE ASSISTANT / ADMIN MANAGER

Location: Oakland
Job ID: 21676

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 Ethics, Compliance and Audit Services (ECAS) is an independent Regental office that is responsible for developing and administering the University of California's (UC) compliance and audit programs and thereby ensuring that the University is in compliance with professional standards; internal policies and procedures; and all applicable local, national and international laws and regulations. ECAS provides this support through three core lines of service: Audit Services, Compliance Services and Investigations Services. ECAS works with the ten campuses, Lawrence Berkeley National Laboratory (LBNL), the UC Office of the President (UCOP), the Division of Agriculture and Natural Resources (ANR), and the five UC academic medical centers in identifying their risk priorities and in developing and executing related annual work plans.

POSITION SUMMARY

The Executive Assistant supports the Senior Vice President (SVP) and Chief Compliance and Audit Officer on a whole range of visible issues involving high-level work associated with complex problems of a confidential and sensitive nature. This position serves as a Business Operations Manager responsible for the day-to-day operations oversight of the team of analysts and its support of the Compliance, Audit and Investigations teams that make up the Office of Ethics, Compliance and Audit Services. The Executive Assistant serves as a liaison to the SVP in interactions with the members of the ECAS teams, UC Campus leadership and stakeholders, UC Regents' office, Office of the President and federal and state partners. The Executive Assistant provides leadership and professional expertise for ECAS at the highest levels of administration at the University of California Office of the President.

Develops and administers systems for managing information, projects and communications throughout ECAS with a high degree of autonomy. Manages all support for the SVP including logistical planning, meeting preparation, and some research/analytical work as necessary; able to anticipate needs and take independent action.

Responsibilities

25%

Assembles all relevant background materials in order to ensure that the SVP is briefed for meetings with a wide range of individuals and groups including law makers, senior leadership, the UC Regents and the Office of the President. Confers daily with the ECAS staff to track current and emerging priorities requiring ECAS or the SVP's action. Works cooperatively with all direct reports and team leaders to ensure that the SVP is briefed on all significant and sensitive issues. Able to prioritize issues, independently determine which items are to be forwarded to the SVP, resolved with a Chief of Staff or other key staff. B Briefs executive in a timely fashion, with regard to priorities and deadlines, on the status of pending issues. Executes good judgement and independent initiative in bringing information and/or issues to the attention of the SVP, recommends options for resolution of issues, and follows through on implementation of decisions. Makes high-level contacts of a sensitive nature with both internal and external individuals, requiring a high level of discretion and diplomacy.

20%

Business Operations: Directs the daily administrative operations for the executive's office. Oversees and ensures the daily administrative operations run smoothly for the department. Serves as a Business Operations Manager responsible for the oversight of the business operations of ECAS. Analyzes operating procedures within ECAS and recommends and implements changes that will enhance productivity, coordination and task execution for ECAS, with a particular focus on the administrative and analytical support team. Independently responsible for the day-to-day oversight of financial transactions for ECAS, including recharges, payment authorizations, purchase orders, express card purchases, travel and entertainment. Analyses and manages all fiscal data and oversees preparation of monthly, mid-year and year-end financial reports for the SVP and Chief of Staff. Implements practices to assure effective fiscal control Discusses potential problems and/or adjustments with Chief of Staff. Works closely with team managers to ensure that the performance evaluations are conducted with adherence to deadlines, and proper procedures. Works closely with ECAS hiring managers and HR Business partner on recruitment, hiring, legal considerations, ensuring compliance with all applicable policies. Oversight of the executive support responsibilities in the office, including development and implementations, and other logistics.

20%

Participates in short and long-term budget planning process with the SVP, Chief of Staff and team leads. Independently develops long-term budget projections and identifies potential problems which may impact operational needs of ECAS. Determines and implements solutions to financial issues within the constrains of UC policies. Ensures that equipment inventory is maintained. Serves as the ECAS Emergency Operations Officer. Serves as a team lead for the analysts' team, including appropriate supervision, professional development activities, training and performance reviews.

10%

Directs the daily administrative operations for the executive's office. Develops and implements efficient and effective systems for managing information, projects and communications to ensure accurate and timely responses. Maintains a comprehensive record of initiatives and assignments, to include actions delegated to other offices.

10%

Oversees categorizing and maintenance of departmental reports, analysis and presentations to document new initiatives. Assists in the preparation and delivery of these reports, analysis and presentations. Develops and implements efficient and effective systems for managing information, projects and communications to ensure accurate and timely responses. Will become familiar with tools and databases used by ECAS, such as iSight, Navex, TeamMate, etc. Serves as primary for meetings/briefings/interactions with the SVP. Serves as a liaison for the SVP, Chief of Staff and team directors (where needed) in systemwide and Office of the President interactions, with the Regents' Office and state/federal partners. Serves as a liaison between ECAS teams for communications of variety of issues.

10%

Summarizes issues for ECAS leadership, researches and provides guidance in the development of briefs and other materials for the SVP or Chief of Staff as needed. Reviews policies, practices and procedures, making recommendations for revisions. Solicits feedback, drafts and coordinates official ECAS/SVP correspondence. Researches, analyzes and synthesizes information to prepare executive briefings, reports, and summaries. Coordinates information from campus locations and tracks to ensure completion with sufficient time for SVP review in advance of meetings.

5%

Provides responses to urgent campus requests on behalf of the SVP; takes charge of complex and highly sensitive matters, and independently investigates issues, seeks guidance and support from the COS and ECAS leadership where appropriate. Provides summaries and context for the SVP in all matters requirement the office's direct involvement.

Required Qualifications
  • Advanced knowledge of the organization's processes, protocols and procedures. 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 procedure sand practices is preferred.
  • Intermediate to advanced knowledge of common organization-specific computer applications. Demonstrated experience with a wide range of software, including project management tools and spreadsheets, and word processing/presentation tools.
  • Strong analytical / problem-solving skills. Demonstrated analytical and problem-solving skills with ability to analyze situations, identify existing or potential problems and recommend solutions. Demonstrated ability in researching , analyzing and synthesizing information in order to provide succinct summaries and relevant facts/issues.
  • 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. Proven political acumen skills and ability to apply in a diverse, complex organization. ability to properly handle sensitive issues that arise frequently in the rapidly changing environment of the office, where improper handling may have serious consequences.
  • Advanced service orientation. Proven ability in serving in a liaison capacity to a high-level executive. Experience in representing high-level management in a highly professional manner.
  • Strong skills to communicate and influence effectively with all levels of staff, faculty, alumni / donors, students and external constituents, both verbally and in writing. Demonstrated outstanding oral and written communication skills to communicate with a diverse population using diplomacy, flexibility and tact. Demonstrated skill in communicating issues clearly and gathering information through appropriate consultation with a wide variety of constituents. Ability to work with diverse populations at all levels of the organization.
  • Advising and counseling skills. Strong interpersonal sills including tact, diplomacy, adaptability and sills in recognizing politically sensitive situations.
  • Ability to multi-task with demanding timeframes. Demonstrated working experience in organizing and establishing job priorities to meet deadlines. Proven ability to work under varying deadlines and ability to remain flexible as demands and priorities change. Able to tolerate frequent interruptions. Ability o evaluate and anticipate problems and recommend solutions.
  • Ability to use a high level of discretion and maintain all confidentiality. Ability to maintain confidentiality with demonstrated experience in utilizing good judgement and discretion when working with a variety of sensitive issues or confidential information. Ability to provide leadership in addressing complex and sensitive problems / matters.
  • Small to mid-level project management skills.
  • Excellent business and administrative analysis experience, including strong organizational and office management skills.
  • Experience in assessing and evaluating issues, conducting appropriate research,, making recommendations and taking appropriate action regarding complex and frequently sensitive issues. Ability to focus on key issues and possess in-depth knowledge of a broad range of issues.
  • Demonstrated record of strong executive-level administrative skills that include handling complicated executive calendars. Ability to make decisions independently and to anticipate the needs of the SVP. Ability to organize and coordinate executive level calendar.
  • Demonstrated experience in functioning independently at the highest executive/special assistant level, exercising outstanding professionalism, sound judgement.
  • Demonstrated financial, budgetary and analytical skills. Demonstrated ability to prepare basic financial reports. Familiarity with accounting principles and budgeting procedures.
  • Familiarity with compliance and audit principles, theories and systems of internal control, and compliance standards.
  • Strong experience in analyzing information, practices, situations or procedures to define the problem, or objective, identify relevant factors, formulate logical and objective conclusions, and recognize alternatives and their implications. Ability to locate, extract and identify important information and data, analyze synthesize and compile data and present it in a meaningful and effective way. Ability to use a wide variety of resources and formats to compile material and data.

Preferred Qualifications
  • Familiarity with compliance regulatory requirements related to ECAS portfolio, audit and investigations program principles.
  • Demonstrated knowledge of the practice of records management to design and implement an effective filing system that promotes quick retrieval, archiving and purging of records.
  • Familiarity with the University ethics, compliance policies, procedures and programs. Ability to apply compliance concepts and in the completion of assignments is a plus.
  • Thorough understanding of Ethics, Compliance and Audit Services mission and the sensitive nature of the office.

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

SALARY AND BENEFITS

Salary: Commensurate with experience.

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 August 13, 2021. 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

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=21676&PostingSeq=1

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