PROGRAM ASSISTANT, UC GLOBAL HEALTH INSTITUTE

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Department Overview
University of California Health comprises six academic health centers, 20 health professional schools, a Global Health Institute and systemwide services that improve the health of patients and the University's students, faculty and employees. All of UC's hospitals are ranked among the best in California and its medical schools and health professional schools are nationally ranked in their respective areas. The UC Global Health Institute (UCGHI) is a UC-wide initiative and works across the 10 UC campuses within UC Health that stimulates, nurtures, and promotes global health research, education, and collaboration to advance health in California and worldwide. As part of the UC Office of the President.

UCGHI advances the mission of the University of California to improve the lives of people in California and the world through our commitment to Justice, Equity, Diversity, and Inclusion. UCGHI is directed by Dr. Madhavi Dandu, MD, MPH, Professor of Medicine at the University of California San Francisco. Established in 2009, UCGHI continues to build a dynamic interdisciplinary, system-wide academic global health program that leverages the global health expertise of all UC campuses. UC Health is committed to diversity and inclusion, increasing access to care, and improving the health of Californians. Our employees embrace diversity, equity, and inclusion in all forms. We strive for a community that fosters an open, inclusive, and productive environment where we respect the potential of all individuals to make a positive contribution.

Position Summary

The Program Assistant supports the overall functions of the UC Global Health Institute (UCGHI). S/he/they performs essential administrative, research, communications, and analytical tasks that maintain the efficiencies of a fast-paced program. Examples include, but not limited to: scheduling, coordinating and documenting meetings and in-person/virtual events; conducting and presenting findings on various types of research; collecting and analyzing data; processing, tracking and reporting on program expenses; and producing various reports and summaries, with recommendations as needed, that help faculty and staff leadership develop, implement, assess, and evaluate programs and initiatives; support various UCGHI programs, and communications activities. The Program Assistant sits at the administrative center of program and reports directly to the UCGHI Deputy Director. The successful candidate will have experience working in a dynamic administrative or office environment. S/he/they should be adept at balancing quickly shifting priorities and supporting cross-functional committees with tandem work streams and objectives. The individual will work with several UC collaborators from across the University of California system as well as individuals external to UC. S/he/they will serve as the link between multiple program leads, staff, and partners. This position requires a candidate who is flexible and able to grow with the organization. It is a career position.

Key Responsibilities

30% Perform administrative and operational functions to advance overall UCGHI program objectives and planning (e.g. scheduling meetings, documenting discussions, processing program expenses, etc.). Ensure processes and systems for efficient and accurate program management and collaboration are running smoothly. Exercise judgement and apply working knowledge to determine appropriate actions to correct processes and systems.

30% Coordinate, support, and at times lead, the logistical and concept planning of a range of meetings and events across UCGHI initiatives and leadership groups to achieve, measure, and communicate desired program objectives. Execution and post-meeting/event assessment and reporting are part of the range of duties for this key responsibility. The signature UC Global Health Day event and UCGHI Leadership Team Retreat/Advisory Board Council meetings are a significant part of this responsibility (virtual or in-person).

20% Support development and execution of UCGHI initiatives such as UCGHI Diversity, Equity, and Inclusion (DEI) initiatives (e.g. National Institutes of Health Diversity Supplement Webinars) and student programs such as the UCGHI Student Ambassadors program that spans 10 UC campuses.

10% Gather, assemble and analyze data and various types of information to support UCGHI program development and reporting needs and present data to team. Translate data and information into content for various documents (e.g. progress reports, proposals, etc.) to help program staff and faculty leadership make decisions and communicate with program stakeholders and constituents. Serve as an active thought partner in planning discussions and provide commentary and/or recommendations to support program development.

5% Support UCGHI Communications initiatives. Tasks may include, but not limited to: review UCGHI monthly newsletter, contribute to UCGHI annual report to University of California Health, etc.

5% Support UCGHI's development/fundraising activities. Tasks may include, but not limited to, research on prospects, donors, and collaborators, tracking and reporting on fundraising strategies and milestones, drafting quantitative and qualitative content for reports and proposals, editing and preparing documents and correspondence for funders, scheduling and planning meetings and events to support and meet fundraising objectives.

Experience
Required Qualifications

• Minimum of 2 years of relevant work experience.

Skills and Abilities
Required Qualifications

• Demonstrated commitment to diversity, equity, and inclusion (DEI) and allyship for Black Indigenous People of Color at UC and globally; commitment to self-reflect and educate oneself on DEI, anti-racism, and social justice issues
• Proficient in program coordination, administration and management skills
• Proficient in analyzing, researching and synthesizing large amounts of data with strong attention to detail. Demonstrated experience in performing qualitative and quantitative analysis, including financial summaries and narrative reports.
• Strong organizational skills, highly detailed, resourceful, and ability to successfully multi-task within demanding timeframes.
• Proficient in communication and interpersonal skills to communicate effectively, both verbally and in writing, with all levels of constituents, stakeholders and partners.
• Proficient in ability to use discretion, tact, diplomacy, and maintain all confidentiality.
• Demonstrates ability to use sound judgment in responding to and reporting issues and concerns.
• Ability to work in fast-paced, flexible, ambiguous conditions; ability to get up to speed quickly.
• Ability to work independently, with general direction, as well as with diverse teams; Ability to work efficiently with virtual teams.
• Responsive and acts with urgency and professionalism in an environment with shifting priorities.
• Strong critical thinking and problem-solving skills; creativity in developing solutions in response to new and evolving situations.
• Working knowledge of common organization- or research-specific and other computer application programs, including MS Word, Excel, PPT, Outlook, internet research, cloud-based organization and communication tools.
• Ability to travel periodically (2-3 days) to attend meetings and events (domestic) once or twice annually.

Preferred Qualifications

• Demonstrated experience drafting professional communications and documents.
• Demonstrated ability and skills for meeting and event planning, organization, and execution.
• Knowledge and understanding of UC operational procedures and procedures, including finance, travel, purchasing, etc.

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 - non-exempt (paid hourly)

Payscale:
$72,000 - $83,200 ($34.48 - $39.84 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

This is a fully remote position in the State of California with expectations to report to Oakland, CA when needed for work related purposes.

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 October 18, 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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