EXECUTIVE ASSISTANT / ADMIN MANAGER
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UC OFFICE OF THE PRESIDENT
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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
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
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
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.
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.
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.
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
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.
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.
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
- 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
- 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
- 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
- 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
- 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
- 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
- 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.
- 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.
SALARY AND BENEFITS
- Bachelor's degree in related area and / or equivalent
experience / training.
Salary: Commensurate with experience.
Benefits: For information on the comprehensive benefits package
offered by the University visit: Benefits of Belonging
HOW TO APPLY
Please be prepared to attach a cover letter and resume with your
APPLICATION REVIEW DATE
The first review date for this job is August 13,
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
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
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