Administrative Officer
University of California UCOP - Oakland, CA

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University of California Office of the President

Requisition Number: 20130131
Appointment Type: Staff - Career
Personnel Program: PSS-Uncovered
Work Hours: Monday-Friday, 8:00am-5:00pm
Percentage of Time: 100
Organizational Area: Human Resources - VP Immediate Office
Location: Oakland, CA
Posting Salary: $36,100 - $62,300 (Minimum of Range to Midpoint of Range)

Position Summary
Reporting to the Chief of Staff and Director, HR Policies and supporting the Immediate Office of the Vice President of Human Resources, this position performs general administrative support functions, coordinates executive correspondence and Regents material preparation processes, provides project support and performs other duties as needed. The incumbent partners with the Executive Assistant to the VP HR, in order to understand and provide the full scope of services to the VP when necessary and/or in the absence of the Executive Assistant.

Administration of the executive correspondence flow in the Immediate Office includes assignment and follow-up on Action Items and the President's 72-hour correspondence items. The incumbent also provides administrative support for planning and preparations for HR department-wide and system-wide meetings.

The position suggests modifications and maintains HR related websites, databases and spreadsheets for the HR department; produces data and reports upon request; and develops and recommends ways to streamline administrative and web management processes. Coordinates and prepares the HR Monthly Update for system-wide distribution to HR professionals and other UC officials. The incumbent also creates executive presentations for projects as needed.

Special Conditions of Employment
Other Special Conditions of Employment

Successful completion of a background check is required for appointment to this critical position.

Special Instructions/Additional Information
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To apply for this position, please be prepared to attach your resume and cover letter as part of the application process.

Job Close Date: 04-03-2013

Job Duties

  • Assistant to the Chief of Staff, general administrative duties and backup for the Executive Assistant 30%
Performs general administrative duties, including project support as needed, in support of the Chief of Staff and the staff in the HR Policy unit and the Vice President's Immediate Office.

Coordinates system-wide distribution of HR Policies for review and final implementation.

Serves as the primary backup in the Executive Assistant's absence, in direct support of the administrative needs of the Vice President of Human Resources.

This includes but is not limited to correspondence, scheduling, calendar management, travel arrangements, meeting logistics, invoice processing and other duties as needed.

Also serves as a Floor Warden and Safety Coordinator for the HR department on the 5th floor of the Franklin Street building.

  • Correspondence and Action Items directed to the Vice President of Human Resources 20%
Handles correspondence and Action Items addressed to the VP of Human Resources, including items under the President's 72-hour turnaround requirement.

Under the oversight of the HR Business Manager, identifies the nature of questions or requests in correspondence, assigns response to appropriate staff in HR and monitors status of items requiring response or action by the expected completion date.

Develops and maintains related correspondence and Action Item database(s).

  • Regents material preparation process 15%
Assists in the coordination of the process for the creation and submission of HR items for Regents' bi-monthly meetings.

Creates calendar of due dates to coincide with Regents office deadlines and communicates requirements to HR Leadership Team and other subject matter experts involved in preparation of Regents items.

Assists in the communications to subject matter experts to ensure they are clear and timely, and monitors progress of items to ensure timely submission of agendas and final Regents items.

Organizes interim and final materials for VP HR in preparation for review meetings and for participation in Regents meetings.

Archives historical Regents materials for the VP HR.

In addition, tracks various annual Regents and legislative reports prepared by HR to ensure timely completion and submission.

  • Website and database creation and maintenance / Presentation design and special projects 20%
Suggests modifications to and maintains HR related websites and databases, including the main HR website presence and SharePoint sites such as HR Update, HR Policies and others, as needed.

Maintain Filemaker Pro databases including Action Items and 72-hour correspondence, departmental Regental and legislative report requirements, and staffing lists.

Recommends automated ways to streamline routine administrative, clerical, and data related functions in support of the department's internal operations.

Creates and maintains system-wide automated distribution lists for a variety of HR related constituent groups.

Creates visual representations of ideas, concepts, and data for presentations. Starting with rough notes and conceptual statements, often with little direction, uses judgment to create presentations. Frequently, projects need to be taken from the rough draft to finished design state in a very short timeframe:

Creates presentations and completes special projects for the VP HR, the Chief of Staff and Director of HR Policies, and others as needed.

Maintains a library of presentation materials, forms, charts, etc, from which to develop future presentations and materials.

Occasionally assists HR Business Manager with budget reporting and spreadsheet development using online tools such as the Budget Development System.

  • Planning and preparation for Human Resources department-wide and system-wide meetings 15%
Provides support for the coordination of HR management and all-hands meetings, and system-wide HR meetings, such as Chief Human Resources Officers meetings and large scale events such as the annual HR Conference (200-300 attendees).

Works with staff in Event Services Group to facilitate the planning and implementation of these events. Follows up to ensure planning is on track and involves management as needed to resolve issues.

Works with management to prepare agendas and other meeting materials as needed.

Job Requirements
Three to five years experience in progressively more responsible and complex administrative support positions, or equivalent

Excellent communication skills, both written and oral, including composing, editing and proofreading skills. Ability to communicate effectively with management and staff at all levels

Demonstrated ability to work proactively and follow through on assignments with minimal supervision; ability to work collaboratively as part of a team, and to ensure appropriate processes are adhered to

Excellent organizational skills and attention to detail as demonstrated by regularly verifying all work thoroughly to ensure accuracy and deadlines are met

Analytical skills to appropriately interpret incoming correspondence and coordinate workflow

Expert level skill in creating visual representations (graphics, pictures, etc) of ideas, concepts, and data for presentations to a variety of constituencies

Understanding of the relationship between computer applications and ability to manipulate applications; skill in importing and exporting files and images between applications

Proficiency in database and website concepts, design and maintenance

Ability to troubleshoot applications and documents within applications to work more efficiently

Excellent computer skills in general, including proficiency with the following applications:

PowerPoint (graphic presentations)
VISIO (organization charts)
Internet Explorer
Word (word processing) including higher level functions such as mail merge, tables, and graphics
Excel (spreadsheet)
Outlook (e-mail, scheduling and calendaring)
Adobe Acrobat/Pro
Filemaker Pro (database)
Facility with Web-based applications and functions

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