PROGRAM SPECIALIST

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UC OFFICE OF THE PRESIDENT

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Department Overview
RGPO consists of several grant-making programs that are administered by the University or on behalf of the State of California. These program units are UC Research Initiatives (UCRI), the California Breast Cancer Research Program (CBCRP), the Tobacco-Related Disease Research Program (TRDRP), and the California HIV/AIDS Research Program (CHRP); as well as other ad hoc special research programs. Organizationally, RGPO also includes central administrative units to support grant review and administration, financial and budgetary services, database management, and other core administrative needs to all of the grant programs.

Position Summary
This position reports to the Director of CHRP but will provide administrative and analytic support to both the directors of the CHRP (50% FTE) and UCRI (50% FTE) programs (100% FTE total). Their work will not only support the Directors, but also the Program Officers in all program areas, including but not limited to 1) provide administrative support to both programs and act as liaison with both program to RGPO and UCOP administrative units to ensure programs are compliant with UC rules and regulations; 2) data gathering, management and maintenance of research outcomes data to support program evaluation and analysis; 3) at the direction of the program staff, communicate with stakeholders, grantees, applicants, and others related to grantee meetings, peer review meetings, and other meetings; 4) liaison with the RGPO centralized unit staff, and Program Specialists supporting other RGPO programs; and 5) analytic support to track workflow volume and processes, and adherence to standards and timelines.

Key Responsibilities

35% Office Management: Provides administrative and analytic support to both CHRP and UCRI Directors and Program Officers, and supports multiple aspects of unit management as requested, including interface with administration of other RGPO units. Prepares meeting agendas, background materials, summary reports and analyses for distribution at CHRP/UCRI program and stakeholder meetings. Supports the development, management and refinement of CHRP/UCRI administrative operational procedures, internal budgets, and systems (including file management, tracking of Unit activities and timelines, and other procedures and data systems) to ensure their adequacy to accomplish program objectives, and for compliance to RGPO and University policies and procedures, and applicable guidelines. Working with the RGPO centralized units, and other UCOP administrative units, processes travel reimbursements, tracks and order office supplies, and other general office and workflow management.

15% Analytic support for CHRP/UCRI program evaluations: Gathers and assembles relevant data to support analysis, reporting, summarization, and dissemination of relevant findings and impact of CHRP/UCRI programs. Maintains and updates various databases and large spreadsheets (including those related to UC Open Access) at assigned intervals; ensures high degree of accuracy of all data entry and compilation; designs and conducts queries; organizes data for draft reports. Recommends approaches to data management to facilitate extraction and interpretation of data for program evaluation.

25% Project Coordination and Communications: Monitors CHRP/UCRI shared mailboxes and data management systems; replies to or forwards correspondence to appropriate recipients, and tracks and files electronic communications and other files. Tracks timelines; scheduling of meetings; helps organize and manage workflow; develops templates, meeting invites, and systems to collect and track administrative activities and ensure program projects have sufficient analytic and administrative support. Facilitates communications with and on behalf of CHRP/UCRI and RGPO centralized units on behalf of program activities. Participates in and contributes to other CHRP/UCRI, and RGPO-wide administrative policy and program planning and development activities.

15% Special projects: As assigned, provides administrative and analytic support for special projects, which may include development and preparation of special reports; grantee meetings; planning for new initiatives; or other related tasks. Provides administrative support and records tracking on behalf of UCRI in its administrative coordination of MRU (Multicampus Research Unit) reviews. Proactively alerts program staff of upcoming organizational deadlines or compliance requirements as needed. Performs other analytic and administrative duties, as assigned, to support CHRP/UCRI mission, or RGPO-wide projects involving these programs.

10% Website Review and Maintenance: Regularly reviews CHRP and UCRI websites, recommending and drafting updates; verifying links; ensuring information is timely, up-to-date, and refreshed at regular intervals. Learns and utilizes the Content Management system. Supports Program Officers and Directors in developing new content or other website maintenance.

Experience
Required Qualifications

• Minimum 5 years of experience performing a wide range of administrative functions such as data and information management; database management; budget management; workflow processes and tracking; office management; meeting coordination; analytical support and related activities.

Skills and Abilities
Required Qualifications

• Working knowledge of common organization-specific and other computer application programs. Intermediate to advance proficiency in common Microsoft Office suite programs (especially Word, Excel, PowerPoint; outlook, among others); ability to learn and utilize the website Content Management System, and UCOP- and RGPO-wide data systems.
• Skills include the ability to develop queries and generate reports, organize data, and recommend approaches to information management using available systems.
• Excellent oral and written communication and interpersonal skills to communicate effectively with all levels of staff, both verbally and in writing.
• Active listening skills and ability to communicate in a cooperative, tactful, patient and courteous manner to both internal staff and external stakeholders and grantees.
• Ability to present ideas and information in a logical manner and sequence using appropriate language, correct grammar and punctuation, and business style.
• Exceptional organizational and time management skills, including the ability to multi-task with demanding timeframes and maintain a high degree of accuracy.
• Including the ability to prioritize tasks and timelines, solicit guidance, ensure deadlines are met, and facility the same for others.
• Ability to use discretion and maintain strict confidentiality, with demonstrated experience applying good judgment and discretion while working on a variety of sensitive issues and highly confidential information.
• Demonstrated analytical and problem-solving skills, including ability to use sound judgment and discretion in responding to issues and concerns.
• Ability to elicit pertinent information and data, identify patterns, trends, or problem areas, and recommend solutions or take action to accomplish effective resolution.
• Demonstrated strong ability to analyze information and synthesize large amounts of data with meticulous and rigorous attention to detail.
• Ability to maintain orderly and accurate records and data systems and provide timely, accurate updates.
• Proficiency in researching, organizing, and reporting information to support planning, decision-making, compliance, and adherence to administrative policies.
• Ability to work independently, and in groups, to achieve programmatic aims in a collaborative manner.
• Demonstrated ability to perform office procedures and practices related to calendar maintenance, scheduling and logistical coordination, meeting and travel arrangements and reimbursements, phone and email monitoring and drafting correspondence or processing and filing documents, including maintaining filing systems.
• Strong ability to develop and maintain positive collaborative working relationships, contribute to team projects, and initiate ideas or make recommendations is a respectful, solution-oriented manner to support a positive office and organizational climate.
• Outstanding internal and external customer service skills

Preferred Qualifications

• Willingness to work occasional overtime, or occasionally adjust work schedule to meet critical deadlines or staff meetings strongly preferred.
• Knowledge and experience working in academic and/or research environments, and especially prior UC- or UCOP experience preferred.
• Interest in, and dedication to, the values and principles of the mission of a public research university.

Education
Required Qualifications

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

Job Title
Project Policy Analyst 2

Job Code
007397

Salary Grade
Grade 19

This is a non-exempt (paid hourly) position.

Payscale:
$72,000 - $82,00 ($34.48 - $39.27 per hour)

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: 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 has been extended to September 20, 2024. 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

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.

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. For the University of California's Affirmative Action Policy please visit: https://policy.ucop.edu/doc/4010393/PPSM-20. For the University of California's Anti-Discrimination Policy, please visit: https://policy.ucop.edu/doc/1001004/Anti-Discrimination.

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