University of California - Office of the President
EXECUTIVE ASSISTANT, UC HEALTH
University of California - Office of the President, Oakland, California, United States, 94616
Apply for Job Job ID 73468Location OaklandFull/Part Time Full TimeAdd to Favorite Jobs Email this JobJob Posting
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Jobs at UCOP
UC OFFICE OF THE PRESIDENTAt 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 PresidentDEPARTMENT OVERVIEWThe 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.The Clinical Strategy & Operations department within UC Health at the UC Office of the President develops and supports implementation of clinical policies and strategic health care projects and initiatives across the UC health system, with a focus on improving access to affordable and navigable care at UC Health locations for all Californians. In close partnership with each of the UC academic health centers, the department provides strategic guidance and support to identify and improve measures for clinical optimization and integration, ambulatory access, health equity, quality, population and public health, cancer care, health security, and student health. The department aligns efforts with the UC Health strategic goals to further the system's impact on advancing health equity.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 SUMMARYThis is a key position within the UC Health division working directly for the AVP Clinical Affairs and Chief Clinical Officer. The Executive Assistant (EA) provides executive level administrative support on behalf of the executive to include management of a complex schedule, executive correspondence, stakeholder coordination, travel and expense reimbursement, and special projects or assignments. The EA will maintain a thorough understanding and knowledge of activities supported by the department to effectively manage communications 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.The EA also effectively manages administrative processes and department operations. These skills are used to resolve a wide range of critical and confidential issues. 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 executive. This role serves as a key point of contact internal to UC Health and external contacts, including government, community, and national partners. The EA works independently to expedite workflow for the programs by triaging and prioritizing correspondence, scheduling, managing calendars, coordinating meetings, and travel. The EA takes initiative to execute and implement assigned tasks and establishes processes to streamline and reduce administrative burden. 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.
Responsibilities35%
Executive Support : Oversees and ensures the daily administrative operations run smoothly for the executive's office. Performs a variety of professional and administrative duties in support of the day-to-day operations of the unit; monitors and analyzes information regarding policies and procedures, resolves problems that have a significant impact on the overall goals of the department. Proactively creates and prioritizes meetings for the executive. Functions 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. Maintains an effective and well-documented paper and electronic records management system for correspondence and other materials. Develops 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 when they are unavailable.
30%
Meeting and Travel Planning:
Schedules calendared events, meetings, times, locations, room blocks and other meeting essentials in a timely fashion. Prepares and distributes a variety of meeting materials (e.g. agendas). Collects and confirms receipt of information and documents from multiple parties. Provides conference and meeting support as needed. The EA prepares and coordinates 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. Determines and arranges for audio/visual and technical needs, including signage, tele/videoconferencing and catering. Ensures that meeting participants' needs, travel, preferences, and practices are considered. Events may involve offsite locations.
15%
Department Support:
The EA will 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:
Develops and implements efficient and effective systems for managing information, projects, and communications to ensure accurate and timely responses. Recommends process improvements and develops 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:
Performs 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 QualificationsMinimum of four years of relevant work experience.Advanced experience using MS Office Suite.Working knowledge of and experience using on-line systems and applications to automate and 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.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.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.Preferred QualificationsKnowledge of common UCOP business systems, such as Concur, Box, Smartsheet, and Zoom.EducationBachelor's degree in related area and/or equivalent experience / training.SALARY AND BENEFITSJob TitleEXEC AST 3Job Code00Salary GradeGrade 20Payscale:$88,000 - $100,000The University of California, Office of the President, is required to provide a reasonable estimate of the compensation range for this role. This range takes into account the wide range of factors that are considered in making compensation decisions including but not limited to experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. It is not typical for an individual to be offered a salary at or near the top of the range for a position. Salary offers are determined based on final candidate qualifications and experience. The full salary range shows the growth potential for this position and the pay scale is the budgeted salary or hourly range that the University reasonably expects to pay for this position.Benefits: For information on the comprehensive benefits package offered by the University visit: Benefits of BelongingADDITIONAL INFORMATIONHOW TO APPLYPlease be prepared to attach a cover letter and resume with your application.APPLICATION REVIEW DATEThe first review date for this job is October 18, 2024 . If needed, add: The position will be open until filled.CONDITIONS OF EMPLOYMENTBackground Check Process: Successful completion of a background check is required for this critical position. Background check process at UCOPSmoke Free Work Environment: The University of California, Office of the President, is smoke & tobacco-free as of January 1, 2014. UC Smoke & Tobacco Free PolicyAs a condition of employment, you will be required to comply with the University of California Policy on Vaccination Programs, as may be amended or revised from time to time. Federal, state, or local public health directives may impose additional requirements.EEO STATEMENTThe 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. For the University of California's Affirmative Action Policy please visit: https://policy.ucop.edu/doc/4010393/PPSM-20. For the University of California's Anti-Discrimination Policy, please visit: https://policy.ucop.edu/doc/1001004/Anti-Discrimination.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.
For UCOP internal applicants, please login to the internal candidate gateway at:
Jobs at UCOP
UC OFFICE OF THE PRESIDENTAt 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 PresidentDEPARTMENT OVERVIEWThe 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.The Clinical Strategy & Operations department within UC Health at the UC Office of the President develops and supports implementation of clinical policies and strategic health care projects and initiatives across the UC health system, with a focus on improving access to affordable and navigable care at UC Health locations for all Californians. In close partnership with each of the UC academic health centers, the department provides strategic guidance and support to identify and improve measures for clinical optimization and integration, ambulatory access, health equity, quality, population and public health, cancer care, health security, and student health. The department aligns efforts with the UC Health strategic goals to further the system's impact on advancing health equity.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 SUMMARYThis is a key position within the UC Health division working directly for the AVP Clinical Affairs and Chief Clinical Officer. The Executive Assistant (EA) provides executive level administrative support on behalf of the executive to include management of a complex schedule, executive correspondence, stakeholder coordination, travel and expense reimbursement, and special projects or assignments. The EA will maintain a thorough understanding and knowledge of activities supported by the department to effectively manage communications 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.The EA also effectively manages administrative processes and department operations. These skills are used to resolve a wide range of critical and confidential issues. 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 executive. This role serves as a key point of contact internal to UC Health and external contacts, including government, community, and national partners. The EA works independently to expedite workflow for the programs by triaging and prioritizing correspondence, scheduling, managing calendars, coordinating meetings, and travel. The EA takes initiative to execute and implement assigned tasks and establishes processes to streamline and reduce administrative burden. 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.
Responsibilities35%
Executive Support : Oversees and ensures the daily administrative operations run smoothly for the executive's office. Performs a variety of professional and administrative duties in support of the day-to-day operations of the unit; monitors and analyzes information regarding policies and procedures, resolves problems that have a significant impact on the overall goals of the department. Proactively creates and prioritizes meetings for the executive. Functions 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. Maintains an effective and well-documented paper and electronic records management system for correspondence and other materials. Develops 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 when they are unavailable.
30%
Meeting and Travel Planning:
Schedules calendared events, meetings, times, locations, room blocks and other meeting essentials in a timely fashion. Prepares and distributes a variety of meeting materials (e.g. agendas). Collects and confirms receipt of information and documents from multiple parties. Provides conference and meeting support as needed. The EA prepares and coordinates 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. Determines and arranges for audio/visual and technical needs, including signage, tele/videoconferencing and catering. Ensures that meeting participants' needs, travel, preferences, and practices are considered. Events may involve offsite locations.
15%
Department Support:
The EA will 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:
Develops and implements efficient and effective systems for managing information, projects, and communications to ensure accurate and timely responses. Recommends process improvements and develops 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:
Performs 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 QualificationsMinimum of four years of relevant work experience.Advanced experience using MS Office Suite.Working knowledge of and experience using on-line systems and applications to automate and 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.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.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.Preferred QualificationsKnowledge of common UCOP business systems, such as Concur, Box, Smartsheet, and Zoom.EducationBachelor's degree in related area and/or equivalent experience / training.SALARY AND BENEFITSJob TitleEXEC AST 3Job Code00Salary GradeGrade 20Payscale:$88,000 - $100,000The University of California, Office of the President, is required to provide a reasonable estimate of the compensation range for this role. This range takes into account the wide range of factors that are considered in making compensation decisions including but not limited to experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. It is not typical for an individual to be offered a salary at or near the top of the range for a position. Salary offers are determined based on final candidate qualifications and experience. The full salary range shows the growth potential for this position and the pay scale is the budgeted salary or hourly range that the University reasonably expects to pay for this position.Benefits: For information on the comprehensive benefits package offered by the University visit: Benefits of BelongingADDITIONAL INFORMATIONHOW TO APPLYPlease be prepared to attach a cover letter and resume with your application.APPLICATION REVIEW DATEThe first review date for this job is October 18, 2024 . If needed, add: The position will be open until filled.CONDITIONS OF EMPLOYMENTBackground Check Process: Successful completion of a background check is required for this critical position. Background check process at UCOPSmoke Free Work Environment: The University of California, Office of the President, is smoke & tobacco-free as of January 1, 2014. UC Smoke & Tobacco Free PolicyAs a condition of employment, you will be required to comply with the University of California Policy on Vaccination Programs, as may be amended or revised from time to time. Federal, state, or local public health directives may impose additional requirements.EEO STATEMENTThe 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. For the University of California's Affirmative Action Policy please visit: https://policy.ucop.edu/doc/4010393/PPSM-20. For the University of California's Anti-Discrimination Policy, please visit: https://policy.ucop.edu/doc/1001004/Anti-Discrimination.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.