ADMINISTRATIVE OFFICER

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Position Base: Oakland
Location: UCOP - Franklin Building

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 President's Executive Office (PEO) is comprised of the President's strategic, executive administrative, policy, and operations team as well as the Systemwide Office of Civil Rights and the UCOP Ombuds office. The PEO serves as the President's direct support for all strategic, operational, and administrative needs working across the Board of Regents, the 10 campuses and all OP divisions and departments to support and facilitate the needs of the President and the system.

POSITION SUMMARY

Reporting to the Chief Administrative Officer, the Administrative Officer uses professional concepts to apply organization policies and procedures to oversee a variety of ongoing administrative operational issues. Administers defined operational program. Analyzes and resolves operational problems of moderate scope. In performing their duties, this person must be cognizant of 1) the University's educational goals; 2) the legal and political sensitivities of particular issues facing the President's Executive Office, 3) the need to be sensitive to the impact of his/her assignments -- often highly confidential -- on individuals and organizations; and 4) the need for extremely high standards when completing any task for the executive office. Handles highly sensitive and confidential information related to the priorities of the President, the University of California, and all internal and external constituents.

Responsibilities

40% Executive Support

• Gathers and processes information (often highly sensitive and confidential) relating to meetings and events in which the President participates, working closely with the offices of the Chief of Staff and Executive Communications.

• Provides scheduling support to senior management, faculty members, Principal Officers of The Regents, members of the public, and corporate CEOs.

• Arranges travel for the President and the Associate of the President, including researching complex flight times and hotel information, working with service providers to plan the logistics of each of the President's trips, arranging for ground transportation, and making last-minute changes when necessary.

• Prepares and maintains the President's and Associate of the President's travel vouchers and all reimbursement forms (including entertainment); maintains complex tracking system of reimbursements from various UC accounts and outside agencies. Must exercise independent judgment in assessing and ensuring that all relevant UC policies and procedures are followed.

• Serves as liaison for the CAO with the staffs of the Vice Presidents, the Principal Officers of The Regents, and the Chancellors.

40% Office Administration

• Assists with day-to-day office operations. Researches and resolves accounting errors and disputes with external vendors, OP accounting staff, and other units as necessary; submits change or work order requests.

• Obtains information (both confidential and non-confidential) from appropriate sources within and outside the University. Uses independent judgment in determining whether information is complete or whether further information is needed. Follows-up with appropriate units and individuals as necessary.

• Handles telephone inquiries on a variety of topics and determines the nature of the inquiry and the appropriate person/unit to direct the caller to.

15% Financial services and analysis

• Develops and maintains the PEO budget and ensures the office stays in compliance with all policies related to financial matters of the President's immediate office.

• Gathers information for quarterly budget projections, updates budget system, and coordinates budget preparation with contacts from the budget office.

• Gathers and analyzes financial and other resource data; prepares reports or analyses of operational activities, evaluates current and proposed services, etc.

• Functions as a resource on issues such as researching complex financial discrepancies, escalated customer service problems and vendor concerns.

• Conducts trend analyses and helps develop resulting recommendations.

• Makes purchases and processes payments, reconciles accounts.

5% Project/Policy analysis

• Participates in the development and revision of standard operating procedures and guidelines.

• At the direction of the CAO, conducts research to resolve a problem. When responsibility is referred to another unit within the Office of the President, follows up as appropriate to make certain that the problem is resolved. In some cases, follow-up requires careful coordination with staff in senior managers' offices.

Experience

• Minimum of 3 years of relevant experience required.

Required Qualifications

Administrative Skills

• Experience managing calendars, drafting briefing materials and correspondence of a confidential nature, arranging travel and reimbursement, and coordinating logistics for a variety of high level meetings, conference calls, and events.

• Demonstrated knowledge of records management practices to maintain an effective information storage and retrieval system, both paper and electronic, for all matters related to the President, including highly sensitive and confidential memos, briefings, notes, and contracts.

• Demonstrated ability to interpret and appropriately apply policies and procedures; demonstrated ability to quickly acquire working knowledge of applicable policies and procedures governing functions such as accounting, purchasing, and travel.

• Excellent attention to detail, verify all work thoroughly to ensure accuracy.

• Proven proficiency using MS Office Suite.

• Working knowledge of and proven experience using online systems and applications to process transactions, store and retrieve data, and generate reports.

Communication skills

• Strong verbal skills to articulate information in a logical and succinct manner; an understanding of and attention to proper etiquette when engaging with external constituents and receiving visitors; excellent writing skills to compose, edit, and proofread high level and sensitive correspondence, summaries, presentations, and briefings using proper grammar, punctuation, and business style.
• Outstanding interpersonal skills and public service orientation as demonstrated by the ability to work effectively with staff at all levels within and without the University.

Project management skills

• Strong organizational and time management skills including the ability to coordinate and prioritize a diverse workload and to meet competing deadlines in a fast paced office environment.
• Demonstrated ability to work proactively and follow through on assignments with minimal supervision; ability to work collaboratively and cooperatively as part of a team.
• Solid organizational skills and ability to multi-task with demanding timeframes.
• Strong math skills to perform calculations and prepare basic statistical information.

Judgement and discretion

• Ability to use sound judgment in responding to issues and concerns, sometimes regarding highly sensitive or confidential matters.
• Ability to use discretion and maintain all confidentiality.

Preferred Qualifications

• Working knowledge of common organization-specific computer application programs.
• Familiarity with the structure of University of California Office of the President, campuses, laboratories, and medical centers strongly preferred. Proven research and problem-solving skills to elicit pertinent program and administrative information or data; ability to identify patterns, trends, and problem areas and to recommend and/or take action to address these areas.

Education

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

SPECIAL CONDITIONS

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 on a regular basis.

SALARY AND BENEFITS

Job Title: Administrative Officer 2
Job Code: 007376
Salary Grade: Grade 19
Payscale: $38.31 - $47.89/hour (approximately $80,000 - $100,000 annual), commensurate with experience

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.

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 July 2, 2026.

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

As a condition of employment, you will be required to comply with the University of California Policy on Vaccination Programs, as may be amended or revised from time to time. Federal, state, or local public health directives may impose additional requirements.

As a condition of employment, the finalist will be required to disclose if they are subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct, are currently being investigated for misconduct, left a position during an investigation for alleged misconduct, or have filed an appeal with a previous employer.

• "Misconduct" means any violation of the policies or laws governing conduct at the applicant's previous place of employment, including, but not limited to, violations of policies or laws prohibiting sexual harassment, sexual assault, or other forms of harassment, discrimination, dishonesty, or unethical conduct, as defined by the employer.
  • UC Sexual Violence and Sexual Harassment Policy
  • UC Anti-Discrimination Policy for Employees, Students and Third Parties
  • APM - 035: Affirmative Action and Nondiscrimination in Employment

EEO STATEMENT

The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected status under state or federal law.

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.