Administrative Officer
University of California UCOP - Oakland, CA

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University of California Office of the President

Requisition Number: 20120657
Appointment Type: Staff - Contract
Personnel Program: PSS-Uncovered
Work Hours: Monday - Friday, 8:00-5:00
Percentage of Time: 100
Organizational Area: Human Resources - Talent Management & Staff Development
Location: Oakland, CA
Posting Salary: $67,302 - $88,919 (Midpoint of Range to Maximum of Range)

Under general direction of the Executive Director, Talent Management and Staff Development, performs a variety of complex financial, technical and support services involving budget, vendor relationships, event/program coordination, and other related administrative duties.

Involves managing or performing the administrative services or managing the full general operations of an academic or non-academic organization(s). Administrative services includes activities in finance and human resources and may also include IT, facilities, or student services. General management includes long and short range strategic planning in determining the mission and directing all activities of multi-disciplinary departments through subordinate management staff.

Generic Scope:
Professional who applies acquired job skills, policies, and procedures to complete substantive assignments/projects/tasks of moderate scope and complexity; exercises judgment within defined guidelines and practices to determine appropriate action.

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.

This is a two-year contract position, with the possibility of extension.

Job Close Date: 01-02-2013

Job Duties

  • Budget/Financial Management 50%
Develop and maintain the department budget; monitor expenditures and assure availability of funds; makes projections regarding expenditure patterns; reviews and prepares financial reports and other operational expenses; prepares and processes purchase requisitions and reimbursements; assists in resolving financial discrepancies; completes required financial forms and other accounting documents; approves invoices and contracts for payment; recharge analysis of cost allocations, budget transfers and revisions.

  • Event Coordination 20%
Coordinates and organizes events, conferences, workshops, and meetings; makes arrangements for presenters, location, travel, equipment, lodging, and food service; identifies target audience and sends out appropriate communications; maintains communication with speakers, vendors, and participants; prepares and assembles event handouts and related supplies and materials; organizes event set-up; coordinates event timelines; assists in the review and compilation of workshop evaluations; performs follow-up activities. Negotiates meeting room contracts. Investigates space suitability, availability and cost for potential meetings and conferences. Monitors session enrollment figures and ensures adequate program materials are ordered and delivered to each site for assigned programs.

  • Talent Acquisition Support 20%
Provide staff support to search committees and interview panels, arranging interview dates and venues. Also arrange with hotels for offsite interviews including negotiating accommodation needs, interview facilities, food and beverage requirements. Respond to vendor inquiries and resolve issues and difficulties they may experience in fulfilling their responsibilities with hiring managers.

Tracks and prepares quarterly reports on social media sourcing (ie. LinkedIn) usage for all systemwide UC locations. Maintain and report quarterly on the cost savings derived from systemwide contracts; quarterly collect search activity data from all firms with a systemwide contract, check for accuracy, and publish findings to the UC HR community so that all locations are aware of search assignments systemwide and which firms are being used on what searches.

  • General Administrative Support 10%
Maintain and manage the Executive Director's calendar; organize, schedule and prepare for meetings; arrange travel reservations and logistics for the Executive Director; provide other administrative and office management support to talent management team, as needed.

Job Requirements
Bachelor's degree and/or equivalent combination of education and experience.
3-5 years of experience in a variety of analytics and sr. administrative operations activities such as events planning, budget and financial management.
Must possess experience in event management for the purpose of setting up interviews schedules, securing hiring managers' and executives' time, and making travel arrangements and reimbursements for candidates and search committee members.
Experience in managing multiple contracts and vendor relationships.
Administrative and project management work. Demonstrated skills in providing full administrative and project support.
Demonstrated ability to research, analyze, interpret and apply policies and procedures appropriately.
Strong familiarity with UC purchasing, budgeting and invoice processing procedures, preferred.
Demonstrated experience with meeting/conference planning, including developing and staying within budget, logistical arrangements, negotiating with vendors and services, catering, and a/v equipment; experience arranging travel and associated reimbursements; and coordinating assembly of conference/meeting agendas and other communication materials.
High level of accuracy and reliability.
Ability to work independently.
Proven organizational skills to coordinate and prioritize a large workload under persistent time constraints and deadlines.
Advanced proficiency with Microsoft Office Suite (particularly Word, Excel, PowerPoint, and Visio)
Utilization of MS databases and reporting
Strong computer skills with databases and spreadsheets
Excellent oral and written communication skills
Strong interpersonal skills
Demonstrated organizational and time management skills
Excellent attention to detail as demonstrated by regularly verifying all work thoroughly to ensure accuracy.

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