Executive Secretary
University of California UCOP - Oakland, CA

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University of California Office of the President

Requisition Number: 20130190
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: $39,800 - $97,600 (Minimum of Range to Maximum of Range)

The Vice President (VP) for Human Resources (HR) provides systemwide leadership for a progressive human resources system to build and sustain a diverse faculty and staff that will most effectively support the University of California's mission of teaching, research and public services; builds synergy among the Office of the President, the locations in developing University positions on major policy issues related to human resources; identifies and develops strategic responses to major HR opportunities and initiatives; is the fiduciary of the UC retirement program; and leads the development and delivery of UC employee benefits.

Under general direction, the Executive Secretary will manage and organize the VP's demanding schedule and daily administrative activities in order to meet systemwide demands and other high-profile HR activities UC-wide in an accurate and timely manner. Acts independently with a high degree of professionalism, tact and discretion in handling confidential and sensitive matters. Serves as liaison and facilitate communication between the VP and HR staff, UC senior executives, the Chancellors, Regents, State legislative and executive branch staff, and the general public. Directly responds to inquiries and resolves issues within established guidelines and parameters. Ensures smooth flow of administrative operations, including efficient handling of assignments, information and a variety of materials to and from the Immediate Office. Oversees completion of staff work and coordination of ad hoc or on-going projects that fall within the VP's purview.

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: 05-14-2013

Job Duties
Complex Calendaring 20%

Independently oversee the administrative support activities of the Immediate Office of the Vice President (VP) of Human Resources, including managing the VP's demanding schedule, complex calendar and meeting/travel planning. Independently exercise sound judgment in setting VP's priorities; assessing the importance and urgency of ad hoc meeting requests based on who the key players are, the meeting location, and in some cases the nature of the meeting, and determine whether or not they can be accommodated as requested. Coordinate all scheduling and resolve conflicts with executive/administrative support staff of other UC executives system-wide. This requires staying abreast of ongoing activities and projects in order to participate in the appropriate scheduling of such activities, such as briefings, planning sessions, workshops, conferences, etc.

Communications 40%

Screen and field all incoming VP calls, regularly interacting with high level officials internal and external to UC. Evaluate and interpret gathered facts and relevant information and directly respond to inquiries within established parameters; refer subject matter inquiries to specific functional areas as appropriate. Advise VP of whom to call each day and of the subject matter to be discussed; provide appropriate background information in preparation for calls.

Screen and manage all incoming e-mail and correspondence, including highly confidential matters, and independently assign responsibility for action to appropriate department staff. Review and proofread all documents for the VP's review and/or signature assuring appropriate protocols are followed at all times. Expedite workflow through the Immediate Office and the department and proactively follow-up on assignments in a timely manner. Keep VP abreast of important changes affecting University policies and procedures. As necessary, highlight and summarize issues for VP. HR activities are extremely diversified and involve close coordination with high level executives. Based on this knowledge, ensure that all relevant information has been retrieved to meet timelines.

As directed, prepare correspondence, speeches, briefing notes, meeting materials and agendas in draft and/or final form following standard business format, for issuance to academic and administrative units. Independently serve as the chief resource person to staff and directors UC-wide in determining the priorities, as well as procedures and regulations in preparation of outgoing correspondence, items for the Regents agenda, and reports to Legislature and other government and state agencies. Review all written work for format, completeness and accuracy, assuring adherence to UC protocol and policy, and that proper attachments and supplementary materials accompany items for review and signature.

Meeting/Travel Planning and Data Gathering 30%

Coordinate travel and meeting arrangements and conference calls involving multiple parties. Coordinate logistical needs and prepare detailed itineraries including, but not limited to: airline/airport information, rental car arrangements, hotel information, meeting times, meeting participants, meeting location, parking instructions, lunch and/or dinner arrangements, directions/maps to hotels, social events, and any other information that may be required.

Compile and organize relevant background materials from a variety of sources and/or speaking notes; perform subject matter research for Immediate Office, most of which is of a confidential and sensitive nature, and prepare detailed summaries, as directed, for VP and own use in preparing a variety of letters and documents. Ensure that VP is briefed for meetings; provide advice to VP, as necessary, to assist with meeting preparation. Assure that full preparation of materials is accomplished prior to VP meetings with The Regents, Chancellors, Administrative Vice Chancellors, UC Faculty Welfare, Chief Human Resources Officers and other executive level campus and department representatives.

Prepare VP's expense reports in compliance with UC travel policies and procedures; understand qualitative and quantitative parameters for expense reimbursements and advise VP as needed. Process other large expenses that come to the VP for approval; understand basic budget in the VP's office and procedures for other business operations.

Other Duties 10%

Evaluate administrative efficiency of Immediate Office; develop, propose and implement new/enhanced internal policies and procedures to successfully manage VP's time and maintain smooth flow of operations. Recommend ideas and develop procedures on how to better streamline various meeting planning activities with competing priorities.

Work closely with other Immediate Office staff to ensure back-up support for VP is available, as needed.

Maintain complex working files and have the ability to access tracking system of all action items for the department. Responsible for researching and ordering special equipment products, as well as coordinating network set up and submitting appropriate work requests for equipment/facility needs.

Perform special projects and/or other duties as assigned.

Job Requirements
Five to ten years of progressive experience in a high level administrative role performing a range of secretarial functions including complex scheduling, logistical arrangements, writing, drafting, editing, and formatting correspondence, presentations, and other materials in a high profile environment; or an equivalent combination of education and experience.

Demonstrated experience planning and coordinating logistics for meetings and events of varying size and scope, including scheduling coordination, meetings/events logistics (such as conference room and catering reservations, AV equipment, and other needs), and associated travel and/or hotel arrangements.

Excellent interpersonal skills and public service orientation including tact, poise, and diplomacy to establish and maintain positive working relationships with management and staff in a large multifaceted organization.

Organizational skills to prioritize and manage a heavy workload, as well as complete multiple, complex projects in an accurate and timely manner under pressure of deadlines; ability to handle interruptions/changes without impact on productivity.

Demonstrated ability to quickly acquire in-depth understanding of UCOP HR programs, goals and objectives, including internal practices and procedures within the Immediate Office, as well as considerable knowledge of VP's method of operation. Demonstrated ability to acquire general knowledge of the organizational structure of HR, UC and the Department of Energy (DOE) Laboratory Programs, as well as the general types of concerns each department is responsible for handling in order to correctly field incoming calls from various constituent groups, especially from those external to UC.

Strong analytical skills to appropriately interpret incoming correspondence and coordinate work flow. Research skills as demonstrated by the ability to focus on key issues, gather and integrate information from a variety of sources and through appropriate consultation with a wide variety of constituents; determine appropriate course of action based on established guidelines or precedents; and consider/recommend alternatives. Demonstrated ability to interpret and compile data and materials to present a comprehensive and organized package.

Strong verbal skills as demonstrated by the ability to gather and articulate ideas, thoughts, information in a logical manner and sequence. Active listening skills to ensure that important points are noted and clearly communicated.

Excellent written and editorial skills as demonstrated by the ability to compose and/or draft, edit, and proofread a large volume of sensitive materials according to specific formats and protocols. Ability to use clear and concise expression in composing correspondence and other documents applying appropriate language, grammar, punctuation, and business style.

Demonstrated experience projecting a professional and polished image that inspires confidence and trust; ability to maintain a high degree of discretion when working with confidential and sensitive information.

Demonstrated ability to work independently and proactively to follow through on assignments and achieve results with minimal supervision; demonstrated ability and willingness to work collaboratively and cooperatively as part of a team.

Meticulous attention to detail as demonstrated by regularly verifying work to ensure accuracy.

Proven skill in establishing and maintaining accurate and orderly electronic and paper record management systems.

Proficiency with PC; thorough knowledge of MS Office to create documents, tracking logs/databases, reports and PowerPoint presentations; proven experience with Adobe Acrobat Professional to convert documents; the Internet; email; and Outlook calendar.

Demonstrated ability to consistently adhere to assigned work schedule, and to work in excess of standard work schedules to ensure full administrative support for the VP.


Prior executive administrative support experience at one of the UC campuses or at the Berkeley National Laboratory (LBNL).

Familiarity with the political and budget issues and challenges facing the University of California.

Familiarity with setting up teleconferences and webinars through ReadyTalk.

To apply, visit http://jobs.ucop.edu/applicants/Central?quickFind=56259


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