TEMPORARY EXECUTIVE ASSISTANT 4

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Job ID

71772

Location

Oakland

Full / Part Time

Full Time

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Job Title : Executive Assistant 4

Job # : 71772

Position Base : Oakland, CA

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

UC Legal - Office of the General Counsel (UCL) provides legal services to the university, including representation, advice, research and training.

We also provide legal opinions to the Board of Regents, administration, faculty, staff and others acting on the university's behalf.

We report jointly to the Board of Regents and the president.

POSITION SUMMARY

This is a TEMPORARY position within our Temporary Office of the President Staffing (TOPS) program.

KEY RESPONSIBILITIES

Administrative Support : 25%

• In coordination with the Executive Assistant to the GC, directs the daily administrative operations for the DGCs.
• Serves as back-up to the three Executive Assistants within UCL and will support the DGCs, as needed.
• Manages demanding schedules, complex calendars and meeting / travel planning. Independently exercises sound judgment in setting priorities of the DGCs.

Functions as the gatekeeper, understanding the requirements of the DGCs, in order to prioritize issues according to urgency and to allocate time accordingly.

• Responds to a wide variety of questions and issues from the UC community and the public on behalf of the DGCs as needed, including those highly sensitive in nature.
• Handles the details of complex and highly sensitive matters on behalf of the division executives.
• Sets up tracking systems and electronic files to ensure that all project information is appropriately documented and secured.
• Makes high-level contacts of a sensitive nature with both internal and external individuals, requiring a high level of discretion and diplomacy.
• Plans and organizes management meetings, including preparing agendas and required reports and presentations, taking and writing of minutes, preparation of action item reminders, and other follow-up resulting from meetings.

Project Management and Event Planning : 50%

• Coordinates on-site and off-site meetings involving multiple parties including site selection, food, lodging, conference calls, and web-conferencing.
• Assist DGCs in managing all aspects of high-level projects, including establishing milestones and reporting out regular updates.

Monitors the progress of projects and makes adjustments as necessary to ensure successful completion.

• Develops and implements efficient and effective systems for managing information, projects and communications to ensure accurate and timely responses.
• Maintains a comprehensive database of initiatives, projects, and assignments, to include actions delegated to other offices.

Research & Analytical Support : 20%

Researches, compiles and summarizes complex and / or highly sensitive issues, policies and topics; provides and develops background information, talking points, presentation materials, and briefing materials for the executive.

Briefs executives in a timely fashion, with regard to priorities and deadlines, on the status of pending issues.

• Prepares confidential reports and summarizes issues for senior staff, and other officials within the UC system.
• Prepares responses to urgent divisional requests on behalf of the executive; takes charge of complex and highly sensitive matters, and independently investigates issues and problems.
• Researches, analyzes and synthesizes information to prepare executive briefings, reports, and summaries.
• Coordinates information from other departments and tracks to ensure completion with sufficient time for executive review in advance of meetings.

Reviews and redrafts as necessary, all letters, reports, and communications to be issued for content, tone, thoroughness, accuracy, conciseness, and grammar.

Assures adherence to UC protocol and policy, and that proper attachments and supplementary materials accompany items for review and signature.

Miscellaneous duties as required. 5%

MINIMUM QUALIFICATIONS AND DUTIES

• 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.
• Strong skills to communicate and influence effectively with all levels of staff, faculty, alumni / donors, students and external constituents, both verbally and in writing.
• Ability to use a high level of discretion and maintain all confidentiality.
• Advanced analytical / problem-solving skills. Small to mid-level project management skills.
• Expert working knowledge of PowerPoint, Excel, Visio, Adobe Acrobat, Outlook, Word and other MicroSoft Office Programs.

Demonstrated experience with developing tracking logs, databases and / or using document management systems and other tools to track information.

• Ability to multi-task with demanding timeframes. Ability to effectively interact and communicate with attorneys, outside counsel, and support staff.
• Advanced service orientation. Advanced knowledge of organization's processes, protocols and procedures.
• Advising and counseling skills.

PREFERRED QUALIFICATIONS

• Prior executive administrative support experience at a medium-sized or large law firm, or one of the UC campuses or national laboratories.
• Familiarity with common legal terminology.

EDUCATION .

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

SPECIAL CONDITIONS

This position is eligible for a hybrid work arrangement. The person hired will be required to reside within California and will be required to report to work onsite at UC's Office of the President (UCOP) located in Oakland, CA .

SALARY AND BENEFITS

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 salary grade for a position.

The full salary range shows the growth potential for this position,

Job Titl e : Executive Assistant 4

Payroll Title : EXEC AST 4

Job Code : 00 7385

Salary Grade : Grade 22

PayScale / budgeted hourly range : $ 38.51 / hour - $54.07 / hour. Salary offers are determined based on final candidate qualifications and experience.

Full Hourly Range : $38.51 / hour - $69.64 / hour

ADDITIONAL INFORMATION

HOW TO APPLY

Please be prepared to attach a cover letter and resume with your application.

APPLICATION REVIEW DATE

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] .