IFMA Foodverse

EXECUTIVE ASSISTANT TO THE SYSTEMWIDE CONTROLLER

Location: OaklandFull Time
Job ID: 46404
Job Posting

For UCOP internal applicants, please login to the internal candidate gateway at: Jobs at UCOP

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

DEPARTMENT OVERVIEW

UC Controller provides strategic leadership and support of systemwide financial functions including corporate accounting, federal and extramural costing policy, benefit plan accounting, endowment and investment accounting, payroll policy and compliance and taxation. We deliver efficient and effective financial services, provide best practices and guidance to our campus and medical center communities, develop and administer systemwide policies and procedures, and ensure the University's financial systems are compliant with all University, State and Federal laws, rules and regulations.

POSITION SUMMARY

Under general supervision, the Executive Assistant provides administrative oversight and special project support to the Associate Vice President, Systemwide Controller. Responsibilities include, but are not limited to, management of complex schedule/calendar and correspondence, meeting coordination, travel and event planning, coordination of communications and pertinent data among the executive's subordinate management staff, coordination with the procurement and budget offices, payment/invoice processing, report generation, and file management. Performs and/or oversees special projects or assignments that are highly sensitive or complex in nature, requiring a high level of independence and initiative in execution and implementation to support the Associate Vice President, Systemwide Controller on matters of significance. Demonstrates good judgment in selecting methods and techniques for obtaining solutions. The Executive Assistant must act independently with a high degree of professionalism, tact, and discretion in handling confidential sensitive matters.

Responsibilities

40%

Independently conduct the administrative support activities of the UC Controller department. Coordinate on-site and off-site meetings involving multiple parties including site selection, food, lodging, conference calls, and web-conferencing. Manage department website, SharePoint, Box site(s) and other websites as needed. May act as administrator, manage permissions and conduct site maintenance. Assume responsibilities for department onboarding and recognition programs. 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's budget analyst within UC Operations. Manage distribution lists and provide administrative support in the creation and maintenance of electronic and paper source files and other documents.

30%

Function as the gatekeeper, understanding the requirements of the AVP, Systemwide Controller, in order to prioritize issues according to urgency and to allocate time for scheduled events, travel and meetings. Screen and field incoming calls, email, and correspondence, including highly confidential matters. Independently assign responsibility for action to appropriate department staff. Advise AVP, Systemwide Controller 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 AVP, Systemwide Controller. Brief department leaders on deadlines and the status of pending issues. Prepare confidential reports or other responses to urgent or recurring requests on behalf of the AVP, Systemwide Controller. Prepare correspondence, 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 AVP, Systemwide Controller and others as needed.

30%

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. Coordinate Associate Vice President's electronic signature on a variety of documents via use of DocuSign. Assist Associate Vice President in organized tracking and maintaining documents in SharePoint, shared drives and the Associate Vice President's box drive.

Required Qualifications

• Demonstrated experience performing a range of administrative functions including complex scheduling, logistical arrangements, writing, drafting, editing, and formatting correspondence, presentations, and other materials.
• 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.
• Proficiency with PC; thorough knowledge of MS Office (Word, Excel, Outlook and PowerPoint), DocuSign and Adobe Acrobat Professional.
• Political acumen and sensitivities to the differing perspectives and political circumstances within all levels of the organization. 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.
• Meticulous attention to detail.
• Ability to multi-task with demanding timeframes.
• Ability to use high-level discretion and maintain a high level of confidentiality.
• Highly developed organizational skills.
• Experience with invoicing, payables and budget reconciliation.

Preferred Qualifications

• 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.
• Experience with Concur expense management system
• Interest in finance and accounting 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 Office of the President processes, protocols, and procedures.
• Web management experience.

Education

• Bachelor's degree and three to five years of progressive experience, or an equivalent combination of education and progressive experience in an executive assistant role.

SALARY AND BENEFITS

Salary: $77,000 - $86,000 commensurate with experience.

Career Tracks Title: Exec Ast 3, PSS Grade 20

Benefits: For information on the comprehensive benefits package offered by the University visit: Benefits of Belonging

ADDITIONAL INFORMATION

This position may be eligible for a on site, hybrid, or remote within California work arrangement. The employee may be required to report to work onsite in Oakland, CA on a regular schedule.

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 January 4, 2023. The position will be open until filled.

CONDITIONS OF EMPLOYMENT

Background Check Process: Successful completion of a background check is required for this critical position. Background check process at UCOP

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

EEO STATEMENT

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

The University of California, Office of the President, strives to make this job board accessible to any and all users. If you have comments regarding the accessibility of our website or need assistance completing the application process, please contact us at: Accessibility or email the Human Resource Department at: epost@ucop.edu.



To apply, visit https://careerspub.universityofcalifornia.edu/psp/ucop/EMPLOYEE/HRMS/c/HRS_HRAM.HRS_APP_SCHJOB.GBL?Page=HRS_APP_JBPST&Action=U&FOCUS=Applicant&SiteId=19&JobOpeningId=46404&PostingSeq=1







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