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*This position is located in Sacramento, CA*
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
Based in Sacramento, State Government Relations serves as the primary university representative to state elected officials and state agencies to advocate for UC on legislative, budgetary and policy matters.
The Executive Assistant holds a key position in the immediate office of the Associate Vice President/Director, State Governmental Relations and reports directly to the Associate Director of Strategy, Planning & Operations (ADSPO). The office of State Governmental Relations (SGR) is the University's principal representative to State government. The Executive Assistant provides confidential executive administrative support to the Associate VP/Director (AVP/D) and the ADSPO. S/he serves as liaison and facilitates communication between the AVP/D, ADSPO and staff, other senior level staff such as the President, Chancellors, Regents, state legislative and executive branch staff and the general public. The incumbent is expected to act independently with regard to confidential matters and handle matters with tact and discretion in all areas of responsibility. S/he sets priorities and exercises considerable initiative in completing a high volume of varied and complex duties with competing priorities using tact, discretion, and confidentiality. Due to ongoing construction work to office space, this position will be working remotely until January 2022, and then on a flexible remote schedule from then on.
Calendar Support & Assistance - AVP/Director Manage complex scheduling for the AVP/D with University officials, members of the California state legislature, members of the Governor's Office, and other officials. Coordinate with ADSPO to manage the AVP/D's calendar and priorities while operating within short time frames with frequently changing priorities. Prepare and distribute agendas and background information for meetings. Track time sensitive assignments. In coordination with ADSPO, prepare and submit required info for Presidential binders that are to be given in advance to President's Executive Office for all events, phone calls and meetings that SGR coordinates for the President. Review and analyze correspondence received by the AVP/D and coordinate with ADSPO to determine whether items require immediate action or should be delegated or disseminated to other SGR staff.
Travel & Administrative Support Make complex travel arrangements for SGR staff and programs, anticipating needs and maintaining flexibility. Organize meetings and conference calls for UC Regents, President, Vice Presidents, Chancellors, and SGR employees with legislators, legislative staff, lobbyists, state officials, and others. Arrange lodging and transportation for visitors to the Sacramento office. Provides reception/phone support and other administrative support for the office.
Coordination of VIP Visits Manage the complex scheduling of legislative visits in conjunction with VIP visits. This involves working with staff of UC Regents, President, Executive Vice Presidents, Senior Vice Presidents, Vice Presidents, Chancellors and campus Government Relations Directors, the AVP/D, Chief of Staff, and Associate Directors to schedule meetings with state elected officials and members of the Governor's staff, ensuring that meetings are scheduled appropriately and in order of priority. Acts as primary point of contact for the Secretary of the Regents for special Regents meetings held via teleconference when the SGR is noticed as an official site.
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.Demonstrated ability to work independently and proactively to follow through on assignments to achieve results with minimal supervision; demonstrated ability and willingness to work collaboratively and cooperatively as part of a team.Proficiency with PC; thorough knowledge of MS Office (including Excel and PowerPoint); Adobe Acrobat Professional; the Internet; electronic mail; and Outlook calendar.Demonstrated ability to consistently adhere to assigned work schedule to ensure full administrative support for the AVP/D.
Excellent written and editorial skills as demonstrated by the ability to edit and proofread 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 including tact, poise, and diplomacy 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.
Experience working in a legislative or lobbying office.Knowledge of the University's organization and structure.
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.
Demonstrated ability to quickly acquire in-depth understanding of ER&C and SGR programs, goals and objectives, including internal practices and procedures within the Immediate Office, as well as considerable knowledge of AVP/D's method of operation as well as 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.
Bachelor's degree and three to four years of progressive experience in an executive assistant role performing a range of administrative functions including complex scheduling; travel and logistical arrangements; 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, and associated travel and/or hotel arrangements.
SALARY AND BENEFITS
Salary: Salary commensurate with experience.
Benefits: For information on the comprehensive benefits package offered by the University visit: Benefits of Belonging
This position in based in Sacramento, California.
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 July 7, 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
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.