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Executive Assistant to The Systemwide Controller
4 months ago
**Location**: OaklandFull Time
**Job ID**: 69948
Job Posting
**Position Base**: Oakland
**Location**:UCOP - Franklin Building
**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**
UC Controller provides strategic leadership and support of systemwide financial functions including corporate accounting, federal and extramural costing policy, benefit plan accounting, endowment and investment accounting, payroll policy and compliance and taxation. We deliver efficient and effective financial services, provide best practices and guidance to our campus and medical center communities, develop and administer systemwide policies and procedures, and ensure the University's financial systems are compliant with all University, State and Federal laws, rules and regulations.
***
Under general supervision, the Executive Assistant provides administrative oversight and special project support to the Associate Vice President, Systemwide Controller and her Chief of Staff. Responsibilities include, but are not limited to, management of complex schedule/calendar and correspondence, meeting coordination, travel and event planning, coordination of communications and pertinent data among the executive's subordinate management staff, report generation, and file management. Additionally, coordinates with the procurement and budget offices, processes payment/invoices as a backup for the Administrative Officer. Performs and/or oversees special projects or assignments that are highly sensitive or complex in nature, requiring a high level of independence and initiative in execution and implementation to support the Associate Vice President, Systemwide Controller and Chief of Staff on matters of significance. Demonstrates good judgment in selecting methods and techniques for obtaining solutions. The Executive Assistant must act independently with a high degree of professionalism, tact, and discretion in handling confidential sensitive matters.
**Responsibilities**:
60%
15%
Independently conduct the administrative support activities of the UC Controller department. Coordinate on-site and off-site meetings involving multiple parties including site selection, food, lodging, conference calls, and web-conferencing. Assume responsibilities for department onboarding and recognition programs. Manage distribution lists and provide administrative support in the creation and maintenance of electronic and paper source files and other documents.
15%
Participate in the development and implementation of efficient and effective systems for managing information, projects and communications to ensure accurate and timely responses. Independently lead special projects as warranted. Review written work for format, completeness, and accuracy, assuring adherence to UC protocol and policy. Coordinate Associate Vice President's electronic signature on a variety of documents via use of DocuSign. Assist Associate Vice President in organized tracking and maintaining documents in SharePoint, shared drives and the Associate Vice President's box drive.
10%
Serve as back-up to the Administrative Officer in all matters of importance to the department (travel for departmental leadership, coordinating meetings for departmental leadership, supply and other purchasing, external invoices/payments, and internal financial transfers).
**Experience**
Required Qualifications
- Minimum of 3 years of progressive experience or combination of education and experience in an executive assistant role.
**Skills and Abilities**
Required Qualifications
- Demonstrated experience performing a range of administrative functions including complex scheduling, logístical arrangements, writing, drafting, editing, and formatting correspondence, presentations, and other materials.
- Organizational skills to prioritize and manage
