Administrative Assistant III
Staff - Career
Percentage of Time
Human Resources - Pension & Retirement Programs
$40,488 - $48,528 (Minimum of Range to Midpoint of Range)
Under general supervision of the Director of Pension & Retirement Programs, the incumbent provides administrative support to the Pension & Retirement Programs unit, which is responsible for strategic direction, planning, policy development, project management, and technical research for the University of California Retirement System (UCRS). The incumbent is expected to acquire a working knowledge of the programs and activities of the unit, as well as of the University and departmental administrative guidelines. The incumbent works with technical material, some of which is of a highly sensitive and confidential nature and may involve human resources and benefits matters that are subject to collective bargaining.
Duties include administrative research to determine appropriate response to inquiries, scheduling and arranging for regular and ad hoc meetings, preparing and tracking correspondence and other documents, arranging travel, and processing invoices for payment. Incumbent is expected to function as an integral part of a fast-paced team and to facilitate the smooth flow of work, with accountability for all administrative needs of the unit.
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Prepare error free correspondence, presentations, policy documents, meeting materials, and communications in accordance with the unit's procedures.
Assess the importance, urgency, and sensitivity of incoming materials and track to ensure timely referral and response.
Maintain current information on key issues and organize relevant background information for meetings.
Assemble draft documents, distribute to reviewers, and track responses to ensure timely completion of the coordination and review process for UCRS Advisory Board and Regents items.
Preparation and Tracking of Correspondence, Presentations, and Documents
Maintain online legal plan documents and plan regulations for the four UCRS Plans-- the University of California Retirement Plan, the Tax-Deferred 403(b) Plan, the Defined Contribution Plan, and the 457(b) Deferred Compensation Plan.
Update these documents based on amendments drafted by unit analysts and approved by the Office of General Counsel. Edit and proof updates, with meticulous attention to detail to ensure that each amendment is complete and that every section of each plan affected by an amendment has been identified and updated. Frequent amendments are necessary to maintain compliance with the IRC and US Treasury Regulations, to reflect operational procedures more precisely and to incorporate Regental action.
Maintenance of UCRS Online Database
Coordinate and maintain calendars in a timely and flexible manner to accommodate competing and high priority meetings and calls to address pressing issues. Schedule meetings, appointments, and conference calls for the Director and other team members as requested.
Coordinate all meeting arrangements for the UCRS Advisory Board, the Retirement Savings Program Advisory Committee, and other groups as needed. This includes determining meeting needs, investigating facilities, scheduling conference rooms, securing access for outside participants, distributing agenda and meeting materials, and overseeing catering in accordance within budgetary constraints and UC policy.
Anticipate the presentation needs and arrange for any audiovisual equipment and technical support, including signage, projector, tele/videoconferencing, and Internet access. Ensure that meeting leader and other participant needs, preferences, and practices are considered.
Events may involve offsite locations.
Meeting Planning and Coordination
Independently organize, prepare, manage, and maintain unit files and records, including electronic documents, surveys, and sensitive and confidential documents related to UCRS.
Ensure that all files and records are maintained accurately and are updated in a timely manner.
Maintain a comprehensive reference database, including a resource library, information regarding vendors, and other administrative materials.
Management and Maintenance of Files and Records
As administrative liaison, respond to inquiries from a wide variety of individuals at all organizational levels by phone, mail and electronically. 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.
Provide administrative support to other department staff including travel arrangements, expense reimbursements, and event management.
Submit requests for office supplies according to UC and department policies and procedures, and anticipate and procure materials needed for special purposes (i.e. in preparation for meetings). Compile expense documentation accurately and in a timely fashion according to UC financial policies and procedures, ensuring that all expenses are reimbursed from appropriate accounts; submit to BRC support staff for processing.
Coordinate and facilitate special projects or assignments as directed by the Director using professionalism and discretion.
General Support and Special Projects
High school graduation and four to five years of progressively responsible experience performing a range of administrative functions including calendaring, travel and meeting arrangements, correspondence, and records management; or an equivalent combination of education and experience.
Previous experience providing customer service in a high profile office environment. Demonstrated understanding of implications that staff's actions bear with respect to the public, media, and/or the Regents; ability to exercise the utmost discretion in handling sensitive and confidential information.
Experience scheduling meetings, preparing and disseminating related communications, arranging meeting-related logistics (e.g., assembly of meeting agendas and other materials; arranging for audiovisual equipment, room set-up, catering), making travel arrangements, monitoring and staying within budget.
Ability to acquire understanding of UCRS programs, goals, and activities as well as knowledge of constituent groups; ability to interpret and appropriately apply UC policies governing assigned administrative functions.
Demonstrated ability to develop and implement new office procedures to enhance existing systems or conform to program changes and/or new policies.
Demonstrated ability to research, interpret and apply relevant UC policies and procedures and recommend potential solutions to issues and/or problems; focus on key issues, gather and integrate information from a variety of sources; determine appropriate course of action based on established guidelines or past precedents; recommend and/or take action to address unit needs; and understand the consequences of actions prior to taking them.
Customer service orientation with ability to respond effectively and in a timely and business-like manner to questions and/or requests for assistance.
Communications skills that demonstrate English language competency and ability to articulate ideas and issues clearly, concisely, logically. 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.
Interpersonal skills that demonstrate ability to work effectively within unit and across the organization at all levels. Ability to work collaboratively and productively with staff with varying work styles and personalities in a team-oriented environment. Ability to maintain composure and exercise discretion when addressing sensitive issues and situations.
Organizational skills to prioritize workload, handle multiple tasks, request resources, maintain work flow with numerous interruptions, and meet deadlines.
Meticulous attention to detail as demonstrated by regularly verifying all work thoroughly to ensure accuracy and adherence to high quality standards.
Proven skill establishing and maintaining accurate and orderly electronic and paper files.
Demonstrated ability to receive and follow general and specific verbal and written instructions; ability to work proactively and follow through on assignments with minimal supervision.
Proficiency in a PC operating environment and with MS Office Suite, as well as standard desktop/web-based applications. Willingness to learn new software applications and technologies as needed and to apply technology to resolve problems and gain efficiencies.
Punctuality and reliability as demonstrated by promptly reporting to work and having regular attendance.
University of California UCOP - 2 years ago
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