Organizational Area: Human Resources - Benefits Programs & Strategy
Location: Oakland, CA
Posting Salary: Recommended hiring range is: $52,000 to $61,300. Commensurate with experience.
Position Summary: Under general direction of the Executive Director-Benefits Programs and Strategy in Human Resources, assists with administrative duties and day-to-day operations of the unit. Duties range from administrative research to determine appropriate response to inquiries; scheduling and coordinating arrangements for all regular and ad hoc meetings and events; maintaining multiple calendars; answering phones; coordinating and preparing correspondence and other documents; assessing incoming requests and making decisions based on depth of knowledge of the issue; arranging travel; and performing other duties as assigned. Incumbent is expected to function as an integral part of a fast-paced team and to facilitate the smooth flow of work, ensuring accountability for all administrative needs of the unit.
As directed by the Executive Director of the unit, work on special projects or assignments with professionalism and discretion. Assignments are related to a variety of HR functions including HR compliance and risk assessments, data protection controls, technology standards, system-wide HR program administration, data collection and reporting. Projects require application of seasoned administrative skills with full understanding of potential scope and impact of the project/assignment, either locally or Systemwide.
Special Conditions of Employment:
Other Special Conditions of Employment:
Successful completion of a background check is required for appointment to this critical position.
Job Close Date:
Regularly prepare error free correspondence, presentations, policy documents, and other materials and communications including documents that openly discuss matters related to strategic planning and initiatives for systemwide human resources functions. This information may have a direct influence on collective bargaining matters.
Correspondence and other documents are to be prepared in accordance with the units goals, signed, and sent without supervision as appropriate. Uses subject-matter knowledge to prepare presentations and to create presentation templates for the use of members of the unit. Assess the importance, urgency, and sensitivity of incoming materials to ensure timely receipt and handling of information. Maintain current information on key issues and organize relevant background information for meetings. Research and assemble information related to and/or in support of systemwide strategic HR initiatives that may influence management positions on various issues related to collective bargaining matters.
Coordinate meeting materials and duplicate as required for various approval points in various processes. This may include reviewing and coordinating agendas, summaries, speaking notes and Presidential or Regental action items for accuracy and completeness
Job Requirements High school diploma and four to five years of progressively responsible experience performing a range of administrative functions including calendaring, travel, and meeting arrangements; correspondence; reception, and records management; or equivalent combination of education and experience.
Previous experience providing reception and customer service in a high profile office environment, answering multiple phone lines and handling in-person interactions. Demonstrated understanding of implications that staff's actions bear with respect to the public, media, and/or the Regents; ability to exercise the utmost discretion in handling and managing sensitive and confidential information.
Demonstrated ability to research, interpret and apply relevant UC policies and procedures and recommend potential solutions to issues and/or problems; ability to focus on key issues, gather and integrate information from a variety of sources; determine appropriate course of action based on established guidelines or past precedents; recommend and/or take action to address these areas; and understand the consequences of actions prior to making them.
Requires good verbal and written communication skills,active listening, critical thinking, multi-task and time management skills. Communications skills that demonstrate English language competency and ability to articulate ideas and issues clearly, concisely, logically. Demonstrated ability to compose business correspondence, using appropriate format, language, and grammar. Active listening skills to ensure that important points are noted and clearly communicated.
Interpersonal skills that demonstrate ability to work effectively across the organization at all levels, within unit and external to own group. Ability to work collaboratively and productively with staff with varying work styles and personalities in a team-oriented environment. Ability to maintain composure and exercise discretion when addressing sensitive issues and situations.
Experience scheduling meetings, preparing and disseminating related communications, arranging meeting-related logistics (e.g., audiovisual equipment, room set-up, catering, assembly of meeting agendas, and other materials), coordinating travel arrangements; monitoring and staying within budget. Skills to coordinate mail distribution, maintain office inventory, and performing filing.
Organizational skills to prioritize workload, handle multiple Required tasks, request resources, maintain work flow with numerous interruptions, and meet deadlines.
Meticulous attention to detail as demonstrated by regularly verifying all work thoroughly to ensure accuracy and high quality standards. Required
Proven skill establishing and maintaining accurate and orderly electronic and paper files.
Demonstrated ability to receive and follow general and specific verbal and written instructions; ability to work proactively and follow through on assignments with minimal supervision.
Proficiency in a PC operating environment and with MS Office Suite, as well as standard desktop/web-based applications. Thorough knowledge in administrative procedures and processes including word processing, spreadsheet and database applications. Willingness to learn new software applications and technologies, as needed and to apply technology to resolve problems and gain efficiencies.
Punctual and reliable as demonstrated by promptly reporting to work and having regular attendance. Required
About us 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 corporate headquarters to the ten campuses, five medical centers and three Department of Energy National Labs and enrolls premier students from California, the nation and the world.
The University of California is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, age or protected veteran status.
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About University of California Office of the President
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