Communications Administrative Officer

University of California Office of the President, United States

Updated: 3 months ago

Location: Oakland, CALIFORNIA

Details

Posted: 04-Feb-24

Location: Oakland, California

Salary: Open

Categories:

Administrative/Support
Staff/Administrative

Internal Number: 4991450

Communications Administrative Officer
Location: OaklandFull Time
Job ID: 64465
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 External Relations and Communications Division at the University of California, Office of the President is focused on increasing public understanding and support for the university and communicating UC's value and impact on the lives of people in our local communities, California and the nation. We help establish and strengthen relationships with outside constituencies and work with campuses to facilitate support for the university. The division is seeking an experienced executive assistant to support teams that provide communications, messaging and strategic consultation for the Office of the President.
Position Summary
Under the general direction of the Deputy Director and the Associate Vice President (AVP) for Communications in the External Relations and Communications Division, the Executive Assistant provides direct administrative support to the AVP and other leadership as well as primary responsibility for the admin operations of the Communications department. Key responsibilities include scheduling and maintaining multiple calendars, planning and booking travel, making preparations for meeting and events, minor procurement and facilities assistance, and ensuring that materials and/or catering needs are met.
The Executive Assistant will develop and manage systems for processing reimbursements, implement purchase order requests, process invoices and assist with Procurement and Financial Accounting procedures. The Executive Assistant works as part of a team of administrative professionals in service to the division, and acts with a high degree of autonomy, professionalism, tact, and discretion in handling confidential and sensitive matters. This position acts as a department-wide resource for Communications staff in all general administrative matters.
The Executive Assistant supports leadership and staff, works closely with the Division Director of Finance and Administration and the Chief of Staff, working with UCOP partners in the Business Resource Center, Procurement, ITS, and HR to expeditiously and effectively steward key projects. The candidate is expected to function as an integral part of a fast-paced team, have a proactive approach to work and problem-solving, facilitate the smooth flow of work, ensure accountability for all administrative needs of the unit, be fiscally responsible, and exercise a high degree of customer service in working to assist the Communications department as a whole.
The Executive Assistant should be adaptable and comfortable working in a fast-paced environment. Must be a strong collaborator with an interest in proactively identifying and solving problems.
Key Responsibilities
40% AVP Direct Support: Coordinate and maintain multiple calendars in a timely and flexible manner to accommodate competing and high priority meetings, calls, and issues. Schedule meetings, appointments, and conference calls for the AVP and other leadership in the Communications department as needed. Coordinate related arrangements such as catering, reserving conference rooms and hoteling workspaces, presentation equipment, agenda preparation and the distribution of materials. Help ensure principals are well-prepared and on time to their meetings and events. Prioritize issues according to urgency to allocate time accordingly.
30% Travel and Financial Processing: Arrange travel, accommodations, transportation, and related logistics for the AVP and other communications leaders, as appropriate. Anticipate staff needs and maintain flexibility, investigate options and recommend/prepare itineraries, prepare background information/materials, and process/track expense reimbursements. Process purchases, reimbursable transactions, and invoices according to UC policies and procedures. Orders office supplies and tracks subscriptions for the division.
25% Administrative Operations: Administers operational programs which may include finance, facilities, space planning, human resources, ITS needs. Assist dept staff in meeting admin/HR policies, and acts as the dept hiring manager in managing the recruitment process. Schedules and tracks STEP/annual performance evaluation process. Maintain listservs, call directories and other department documents. Establish and maintain an effective and well-documented paper/electronic records management system for correspondence and other materials. Develop and maintain databases as requested.
5% Respond to inquiries from a wide variety of individuals and at all organizational levels by email and phone as necessary. Answer and place phone calls in a polite and professional manner, taking and delivering accurate and complete messages in a timely fashion. Apply discretion and sound judgment in responding to inquiries and requests for information, independently formulating responses or referring to appropriate staff member for follow up.
Experience
Required Qualifications

Minimum of 4 years of administrative or executive assistant experience.
Skills and Abilities
Required Qualifications

Experience performing a range of administrative functions including calendaring, travel and meeting arrangements, event planning, correspondence, reception, records processing and other admin support tasks.

Strong verbal and written communication skills, an ability to articulate ideas and issues clearly and concisely with colleagues.

Demonstrated ability to compose business correspondence using appropriate format, language and grammar.

Active listening skills to ensure that important points are noted and clearly communicated; uses critical thinking.

Takes an independent and proactive approach to work and problem-solving.

Proven skill establishing and maintaining accurate digital and paper files.

Demonstrated ability to follow through on assignments with minimal supervision.

Customer service orientation with ability to respond effectively and in a timely and business-like manner to questions and/or requests for assistance.

Demonstrated experience and commitment to a collaborative work style.

Ability to use discretion and maintain confidentiality.
Preferred Qualifications

Must be highly organized with an ability to multitask in a fast-paced dynamic environment, maintain workflow and meet deadlines.

Knowledge of and experience with UC systems, financial transactional processes, Concur and Oracle.
Education
Required Qualifications

Bachelor's degree in related area and / or equivalent experience / training
Job Title
Administrative Officer 3
Job Code
007377
Salary Grade
Grade 22
Payscale:
$93,000 - $109,000
Full Salary Range:
$77,600 - $140,400
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: https://apptrkr.com/get_redirect.php?id=4991450&targetURL=
30% Travel and Financial Processing: Arrange travel, accommodations, transportation, and related logistics for the AVP and other communications leaders, as appropriate. Anticipate staff needs and maintain flexibility, investigate options and recommend/prepare itineraries, prepare background information/materials, and process/track expense reimbursements. Process purchases, reimbursable transactions, and invoices according to UC policies and procedures. Orders office supplies and tracks subscriptions for the division.
25% Administrative Operations: Administers operational programs which may include finance, facilities, space planning, human resources, ITS needs. Assist dept staff in meeting admin/HR policies, and acts as the dept hiring manager in managing the recruitment process. Schedules and tracks STEP/annual performance evaluation process. Maintain listservs, call directories and other department documents. Establish and maintain an effective and well-documented paper/electronic records management system for correspondence and other materials. Develop and maintain databases as requested.
5% Respond to inquiries from a wide variety of individuals and at all organizational levels by email and phone as necessary. Answer and place phone calls in a polite and professional manner, taking and delivering accurate and complete messages in a timely fashion. Apply discretion and sound judgment in responding to inquiries and requests for information, independently formulating responses or referring to appropriate staff member for follow up.
Experience
Required Qualifications