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UC OFFICE OF THE PRESIDENT
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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
University of California Health (UCH) comprises six academic health centers, 20 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 serve as the Executive Assistant to the Executive Vice President of UC Health, who provides leadership and strategic direction for UC's six health centers, five of which are academic health systems, and its 19 health professional schools. The EVP is the Senior Executive of UC Health, which supports operational initiatives at individual campuses and development of systemwide initiatives, promoting collaboration among the university's health professional schools and providing oversight on the business and financial activities of the clinical enterprise.
The immediate office administrative support team supports the work of the EVP and Division Leaders by facilitating the work of the entire Division, ensuring smooth flow of administrative operations, and ensuring accountability for all business and management of the division. Staff in the office is required to work as a team to maintain confidentiality and to perform their responsibilities with initiative, tact, diplomacy, experienced judgment, and professionalism.
As Executive Assistant to the EVP and as lead administrative contact for the Division, the incumbent is required to take initiative in making judgments about matters that cut across functional areas and often involve complex issues of University policy, practice, and governance, drawing on an in-depth knowledge of the University's history, the functions and responsibilities of the Vice Presidents, Chancellors, and Principal Officers of The Regents, and the role and duties of the Executive Vice President of UC Health. The position may and/or oversees special projects or assignments that are sensitive and complex in nature.
The incumbent will also be responsible for complex communications and calendaring by maintaining thorough understanding and knowledge of the activities of the UC Health EVP and with this background assure that callers and visitors are provided appropriate and timely appointments. This involves understanding the nature and sensitivity of issues, routing questions to the appropriate division leadership and staff members, and assuring that Regents, University officials, administrators at UCOP and at the campuses, department heads, and members of the public receive courteous, efficient, thorough, accurate and diplomatic responses.
Serve as the primary, authoritative and cordial contact for the senior leadership in the UC Health office.
Coordinate and maintain the EVP's calendar in a timely and flexible matter to accommodate competing and high priority meeting, calls, and time to address high priority issues.
Assure that appropriate backup materials are readily available in support of meetings for the EVP. Responsible for assuring that complete agendas and background information are prepared in a timely way for all meetings of the EVP. This involves working closely with staff in the EVP's immediate office to keep them informed of upcoming meetings, to request background information, and to compile necessary information.
Communications: Direct daily administrative operations for the Office Executive Vice President - UC Health. Develop and implement efficient and effective systems for managing information, projects, and communications to ensure accurate and timely responses. Working with the AVP Finance and Administration, function as the gatekeeper, understanding the requirements of the EVP, in order to prioritize issues according to urgency and allocate time accordingly. Review and proofread all documents for the EVP's review and/or signature assuring appropriate protocols are followed at all times. Expedite workflow through the Finance and Administration department (Immediate Office) and division and proactively follow-up on assignments in a timely manner. Keep EVP abreast of important changes affecting University policies and procedures and brief her on priorities, deadlines, and the status of pending issues. As necessary, highlight and summarize issues for the EVP UC Health that include a range of diversified topics 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, briefing notes, meeting materials and agendas in draft and/or final form following standard business format, for issuance to academic and administrative units. Prepare responses to urgent divisional requests on behalf of the executive, and independently investigate issues and problems. 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.
Complex Calendaring: Independently oversee the administrative support activities of the Finance and Administration Department (Immediate Office) of the Executive Vice President - UC Health, including managing the EVP's demanding schedule, complex calendar and meeting/travel planning. Independently exercise sound judgment in setting EVP'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.
Convene EA Staff and Monitor Resource Allocation: Convene EA staff on a regular basis to discuss new or changing policies, processes, tools and ensure appropriate allocation of resources are available to address the needs of the EVP and other division leaders. Evaluate administrative efficiency of the division and participate in the UC Health administrative working group; develop, propose and implement new/enhanced internal operational procedures to successfully manage administrative efforts of the division and maintain smooth flow of operations. Recommend ideas and develop procedures on how to better streamline various meeting planning activities with competing priorities. Maintain complex working files and have the ability to access tracking system of all action items for the department. Perform special projects and/or other duties as assigned.
Meeting/Travel Planning and Data Gathering: 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, who meetings are with, 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 the EVP and own use in preparing a variety of letters and documents. Provide advice to the EVP, as necessary, to assist her with meeting preparation. Assure that full preparation of materials is accomplished prior to the EVP meetings with The Regents, Chancellors, senior administrators, faculty, and members of the community.
- Bachelor's degree and a minimum of five years' progressive and successful experience in an executive assistant role performing a range of administrative 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.
- Demonstrated ability to quickly acquire in-depth understanding of UCOP and UC Health programs, goals and objectives, including internal practices and procedures within the Immediate Office, as well as considerable knowledge of the EVP's method of operation. Demonstrated ability to acquire general knowledge of the organizational structure of the UC Health Division, UC, and 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.
- Excellent interpersonal skills and public service orientation; political acumen and sensitivity to differing perspectives and political circumstances; ability to establish and maintain positive working relationships with management and staff in a large multifaceted organization.
- 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.Strong project management and 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 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 presentations; proven experience with Adobe Acrobat Professional to convert documents; the Internet; electronic mail; 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 EVP.
- Prior executive administrative support experience at one of the UC campuses or at LBNL preferred.
- Ability to use a high level of discretion and maintain all confidentiality.
- Small to mid-level project management skills.
- Bachelor's degree
SALARY AND BENEFITS
Salary: Salary commensurate with experience.
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 June 4, 2021. 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
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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