ADMINISTRATIVE OFFICER

at  University of California Office of the President

POSITION SUMMARY

This position uses professional concepts to apply organizational policies and procedures to oversee a variety of ongoing operational issues. The position supports department functions and defined operational programs for the UC Office of the President’s financial planning function; analyzes and resolves operational problems of moderate scope, and manages the administrative functions for the UCOP Budget, Financial Planning and Analysis team and senior leadership, coordinating, managing, and overseeing a variety of ongoing administrative, policy and operational issues. Manages complex and sensitive scheduling, and supports ongoing and new projects and initiatives requiring confidentiality, political awareness, ability to juggle multiple competing priorities, and pivot quickly when necessary, in a fast-paced environment that is critical to effectively supporting the Office of the President. Please note this position is eligible for hybrid work with a maximum of two days remote work per week.

EXPERIENCE

Required Qualifications
Minimum 2 or more years of experience in a related area

SKILLS AND ABILITIES

Required Qualifications
Ability to use sound judgment in responding to issues and concerns.
Solid communication and interpersonal skills to communicate effectively with all levels of staff verbally and in writing.
Solid organizational skills and ability to multi-task with demanding timeframes.
Strong MS Word and MS PowerPoint skills and working knowledge of MS Excel.
Ability to work productivity with difficult communication styles and resolve problems effectively.
Strong self-starter, ability to work independently and ask for guidance and direction as appropriate for position and job responsibilities.
Ability to use discretion and maintain confidentiality.
Preferred Qualifications
Working knowledge of common UC and UCOP organization-specific computer programs. Knowledge of surveying tools, Zoom, Slack, and other technology is strongly preferred.
Familiarity with budgets and financial management a plus.

EDUCATION

Required Qualifications
Bachelor’s degree in related area and / or equivalent experience / training

TRAVEL REQUIREMENTS

0%

30% Coordinate and support projects including complex, multi-departmental, short and long-term projects, which can impact the department, the division, and/or all UCOP staff. The projects are critically dependent on time-sensitive master calendars relying on complex calendar coordination and project planning. This requires the ability to be agile, analytical, creative, patient, comfortable with ambiguity, and maintain confidentiality of information. Interface and work with all levels of the organization in a highly professional manner and work with a close-knit team within Budget, Financial Planning and Analysis to deliver the best possible outcomes and work products. Where needed, prepare and distribute materials, take detailed meeting notes, and follow-up on action items.
30% Works closely to support the Executive Director and Director as well as other team members to coordinate projects and schedules, often aligning schedules with UC senior leadership and meetings that may be of a sensitive nature. This activity requires sensitivity to the political and confidential nature of the work done by UCOP BFP&A in a fast-paced, dynamic, and demanding work environment.
20% Manages quarterly review of the BFP&A website tracking issues and items that require updates. Provides recommendations for improvements and updates and implements website changes leveraging IT support and tools. Coordinates with team members to update critical website content in a timely manner. Oversee the BFP&A Box drive, as well as resources for budget liaisons and owners to ensure they are up-to-date, and clear. Oversees documentation and update of budget policies and stakeholder procedures through the budget manual and Financial Accountability and Management program.
10% Budget management, ensuring compliance with policy, financial transactions, purchasing, and expense reimbursements for the department.
10% Participates in the development and revision of communications, PowerPoint presentations, updating standard operating procedures and guidelines, and other written materials, requiring strong MS Word and MS PowerPoint skill. Familiarity with MS Excel is also required. Also supports the coordination of multiple departmental email boxes and distribution lists. including those related to sensitive topics and requiring consultation with subject matter experts to draft timely and accurate responses. Includes communication of approved budget.