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UC OFFICE OF THE PRESIDENT
At the University of California (UC), your contributions make a difference. A world leader producing Nobel and Pulitzer prize recipients with over 150 years of groundbreaking research transforming the world. Choose a career where you can leverage your knowledge, skills and aspirations to inspire and support some of the greatest minds in the world, and those who will follow in their footsteps. Working at the University of California is being part of a unique institution, and a vibrant and diverse community. At the University of California, Office of the President, we propel our mission through impactful work locally, in government centers and systemwide. We are passionate people, serving the greater good.
The University of California, one of the largest and most acclaimed institutions of higher learning in the world, is dedicated to excellence in teaching, research and public service. The University of California Office of the President is the headquarters to the 10 campuses, six academic medical centers and three national laboratories and enrolls premier students from California, the nation and the world. Learn more about the UC Office of the President
UC Procurement uses strategic and collaborative sourcing methods supported by technology and data analysis to optimize spend across the UC system, creating significant savings for the University. UC Procurement partners with campus procurement teams to standardize policies, practices and agreements to make it easier to do business with the University. We develop and implement systemwide supply chain strategies and policies that leverage UC's vast purchasing power to optimize University spend.
Under the general supervision of the Chief Procurement Officer and Chief of Staff, provide administrative staff support and special project support to the Chief Procurement Officer and department. This is an entry level position in Procurement with an opportunity for development. Responsibilities include, but are not limited to, purchasing, payment/invoice processing, management of schedule/calendar and correspondence, meeting coordination, travel and event planning, report generation, file management and special projects.
Independently conduct the administrative support activities of the Procurement department (CPO, Directors and other staff). Coordinate on-site and off-site meetings involving multiple parties including site selection, food, lodging, conference calls, and web-conferencing. Manage department SharePoint, Box site(s) and other websites as needed. May act as administrator, manage permissions and conduct site maintenance. Assume HR responsibilities for department onboarding, recognition programs, and multi-location agreements. Manage, from end-to-end, supply and other purchasing, external invoices/payments, and internal financial transfers. Reconcile with budget and manage fund balances in coordination with the department budget analyst. Supervise temporary administrative staff including delegation of duties, time management, and coaching/training. Manage distribution lists and provide administrative support in the creation of the Procurement Newsletter, Impact Report and other widely-distributed publications. Prepare periodic reports. Manage and maintain electronic and paper source files and other documents.
Function as the gatekeeper, understanding the requirements of the executive, in order to prioritize issues according to urgency and to allocate time for scheduled events, travel and meetings. Screen and field incoming Chief Procurement Officer calls, emal and correspondence including highly confidential matters. Independently assign responsibility for action to appropriate department staff. Advise Chief Procurement Officer of daily calendar and provide appropriate background information. Regularly interact with high level officials internal and external to UC about topics of a sensitive nature, requiring discretion and diplomacy. Research, compile and summarize issues, policies and topics; provide background information, talking points and briefing materials for the executive. Brief executives on deadlines and the status of pending issues. Prepare confidential reports or other responses to urgent or recurring requests on behalf of the executive. Prepare correspondence, speeches, briefing notes, meeting materials, presentations and agendas in draft and/or final form following standard business format Make travel arrangements, coordinate logistical needs and prepare detailed itineraries. Prepare expense reports on behalf of the CPO and others as needed. Prepare presentation materials in PowerPoint as needed
Participate in the development and implementation of efficient and effective systems for managing information, projects and communications to ensure accurate and timely responses. Independently lead special projects as warranted. Review written work for format, completeness, and accuracy, assuring adherence to UC protocol and policy.
Demonstrated experience performing a range of administrative functions including complex scheduling, logistical arrangements, writing, drafting, editing, and formatting correspondence, presentations, and other materials.
Proficiency with PC; thorough knowledge of MS Office (Word, Excel, Outlook and PowerPoint) and Adobe Acrobat Professional.
Political acumen and sensitivities to the differing perspectives and political circumstances within all levels of the organization as well as the Office of the President and external constituencies. Strong service orientation.
Demonstrated experience independently leading work efforts. Energetic self-starter who likes to do what it takes to get the job done.
Excellent oral and written communication skills. Communicate effectively with all levels of staff, faculty, students and external constituencies, both verbally and in writing.
Solid analytical / problem-solving skills.
Ability to multi-task with demanding timeframes.
Ability to use high-level discretion and maintain a high level of confidentiality.
Highly developed organizational skills.
Web management experience.
Experience with invoicing, payables and budget reconciliation.
Interest in Procurement or general business background; experience working in a high profile, highly collaborative environment.
Demonstrated experience planning and coordinating logistics for meetings and events of varying size and scope, including scheduling coordination, meetings/events logistics, and associated travel and/or hotel arrangements.
Familiarity with the organization's processes, protocols and procedures.
Bachelor's degree and three years' experience, or an equivalent combination of education and progressive experience in a procurement and/or executive assistant role.
SALARY AND BENEFITS
Salary: $70,000 - $82,400
Benefits: For information on the comprehensive benefits package offered by the University visit: Benefits of Belonging
HOW TO APPLY
Please be prepared to attach a cover letter and resume with your application.
APPLICATION REVIEW DATE
The first review date for this job is September 24, 2021. The position will be open until filled.
Smoke Free Work Environment: The University of California, Office of the President, is smoke & tobacco-free as of January 1, 2014. UC Smoke & Tobacco Free Policy
August 2021 Update: The University of California has issued a policy requiring employees to be fully vaccinated against COVID -19 before physically accessing the University location or programs. Upon hire into a UCOP position, you will be provided detailed instructions on how to comply with this policy including access to the COVID vaccination at no cost. New hires to UCOP who work onsite or will come onsite for any activities at a UCOP or other UC location must comply with this policy within 8 weeks after their start date. The policy allows for employees to request approval for an exception or deferral. UC COVID-19 Vaccine Policy
The University of California, Office of the President, is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age or protected veteran status. EEO/AA Employer UC Nondiscrimination Policy
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About University of California Office of the President
The Office of the President is the systemwide headquarters of the University of California, managing its fiscal and business operations and supporting the academic and research missions across its campuses, labs and medical centers.