Location: OaklandFull Time
Job ID: 46479
Job Posting
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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
DEPARTMENT OVERVIEW
The University of California Health comprises six academic health centers, twenty health professional schools, a Global Health Institute and systemwide services that improve the health of patients and the University's students, faculty and employees. All of UC's hospitals are ranked among the best in California and its medical schools and health professional schools are nationally ranked in their respective areas.
This position will be a member of both the Self-Funded Health Plans department and the newly established Health Policy and Regulatory Affairs department. The Self-Funded Health Plans department within UC Health plays a significant role in helping the University retain funds spent on health insurance premiums by both the employer (UC) and employees within its own system. The Health Policy and Regulatory Affairs department supports the development and advocacy of a policy agenda for UC Health with key stakeholders, including campus health leadership, chancellors, regents and state and federal government agencies.
UC Health is committed to diversity and inclusion, increasing access to care, and improving the health of Californians. Our employees embrace diversity, equity, and inclusion in all forms. We strive for a community that fosters an open, inclusive, and productive environment where we respect the potential of all individuals to make a positive contribution.
POSITION SUMMARY
This is a key position within the UC Health division working directly to support two executives: the Executive Director of UC Self-Funded Health Plans and the Associate Vice President of Health Policy and Regulatory Affairs. The Executive Assistant (EA) provides executive level administrative support on behalf of both individuals, which includes scheduling and coordination of information, organizing travel, and carrying out special projects or assignments.
The EA also effectively manages administrative processes and office operations. These skills are used to resolve a wide range of critical and confidential issues affecting the departments. Problems are of diverse and complex scope, requiring a high level of independence and initiative in execution and implementation. Utmost tact and discretion is necessary in all interactions and on behalf of the executives. This role serves as a key point of contact for internal to UC Health and external contacts, including government, community, and national partners. Works independently to expedite workflow for the programs by triaging and prioritizing correspondence, scheduling, managing calendars, coordinating meetings, and travel. The EA wil initiative to execute and implement assigned tasks.
Staff within UC Health are required to work as a team, to maintain confidentiality, and to perform their responsibilities with initiative, tact, diplomacy, experienced judgment, and professionalism.
Responsibilities
35%
Executive Support: Oversee and ensure the daily administrative operations run smoothly for the executive's office. Perform a variety of professional and administrative duties in support of the day-to-day operations of the unit; monitor and analyze information regarding policies and procedures, resolve problems that have a significant impact on the overall goals of the department.
Proactively create and prioritize meetings for the executive. 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.
Maintain an effective and well-documented paper and electronic records management system for correspondence and other materials. Develop and maintain databases as requested to track and organize documents, e.g., contacts for various lists of constituents and stakeholders.
May correspond on behalf of the executive as required.
30%
Meeting and Travel Planning: Schedule calendared events, meetings, times, locations, room blocks and other meeting essentials in a timely fashion.
Prepare and distribute a variety of meeting materials (e.g. agendas). Collect and confirm receipt of information and documents from multiple parties. Provide conference and meeting support as needed.
The EA will prepare and coordinate travel arrangements for the executive, including preparing reimbursements for travel expenses. In addition, the EA will prepare logistical needs and prepare detailed itineraries including, but not limited to: airline/airport information, rental car arrangements, hotel information, meeting times, who meetings are with, meeting location, parking instructions, directions/maps to hotels, and any other information that may be required.
The EA will define meeting needs and investigates on-site meeting facilities. Determine and arrange for audio/visual and technical needs, including signage, tele/videoconferencing and catering. Ensure that meeting participants' needs, travel, preferences, and practices are considered. Events may involve offsite locations.
15%
Department Support: Provide general administrative duties to support the functions within the department. As directed, prepare correspondence, briefing notes, meeting materials and agendas in draft and/or final form following standard business format. Prepare responses to urgent divisional requests on behalf of the executive, and independently investigate issues and problems.
10%
Process Improvement: Develop and implement efficient and effective systems for managing information, projects, and communications to ensure accurate and timely responses. Recommend process improvements and develop procedures on how to better streamline and automate operational support for the department, including meeting planning activities with competing priorities.
10%
Other Duties/Special Projects: Perform other duties and related projects as required and/or assigned. This may include duties on behalf of the Executive and/or UC Health division writ large.Required Qualifications

• Bachelor's degree in related area and / or equivalent experience / training

• Proficiency using MS Office Suite. Working knowledge of and experience using on-line systems and applications to process transactions, store and retrieve data, and generate reports. Ability to use computer tools to streamline work.
• Solid analytical / problem-solving skills.
• 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.
• Strong skills to communicate effectively with all levels of staff, faculty, alumni / donors, students and external constituencies, both verbally and in writing.
• Advising and counseling skills.
• Ability to prioritize and coordinate a diverse workload and multi-task with demanding timeframes.
• Ability to use high-level discretion and maintain a high level of confidentiality.
• Solid skills in problem identification.
• Ability to develop and implement office systems to enhance existing or conform to program changes and/or new policies and procedures.
• Ability to support calendaring, travel, and meeting/conference planning experience, including developing and staying within budget, logistical arrangements, negotiating with vendors and services; travel arrangement and reimbursement, and coordinating assembly of conference/meeting agendas and other communication materials.
• Public service orientation to work with a diverse population of staff, faculty and the public in a multi-faceted environment.

Preferred Qualifications

• Knowledge of common UCOP business systems, such as Concur, Box, and Zoom.

Education

• Bachelor's degree and/or equivalent experience and training.

SPECIAL CONDITIONS
SALARY AND BENEFITS
Salary: $75,000 - $84,600, commensurate with experience.
Benefits: For information on the comprehensive benefits package offered by the University visit: Benefits of Belonging
ADDITIONAL INFORMATION
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 isDecember 21, 2022. 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=46479&PostingSeq=1
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