Assistant Secretary

Apply for Job Job ID 82675 Location Oakland Full/Part Time Full Time Add to Favorite Jobs Email this Job Job Posting University of California Office of the Secretary& Chief of Staff to the Regents (UCOP) Assistant secretary for engagement & Operations Position Description 11.25.25 For UCOP internal applicants, please login to the internal candidate gateway at: Jobs at UCOP Position Base: Oakland Location: UCOP - Franklin Building THE OFFICE OF THE SECRETARY AND CHIEF OF STAFF TO THE REGENTS The Office of the Secretary and Chief of Staff to the Regents ("SCOS") provides trusted expertise, analyses, and advice that empowers the Board of Regents to govern the University of California effectively and advance its mission. Its work is essential to amplify the University of California's transformative impact as the nation's premier public research university. CORE MISSION OF THE OFFICE OF THE SECRETARY AND CHIEF OF STAFF TO THE REGENTS Exemplar of Governance and Innovation. The Office of the Secretary and Chief of Staff to the Regents ("SCOS") seamlessly fulfills its responsibilities as the bridge between the Board, the Office of the President, the campuses, and external stakeholders, fostering a more cohesive and effective governance body. Through innovative initiatives and robust analytic support for Regents' priorities, the SCOS provides essential support for the Board to meet its fiduciary duty to the University. Elevates the University's Contributions and Impact. The SCOS supports initiatives that advance the University's mission, amplifying the organization's transformative impact across California and the nation. By cultivating collaborative relationships with UC locations, and other higher education institutions and forging strong partnerships with State leaders, the SCOS delivers data-driven insights to support elected officials and decision-makers to shape policies that elevate higher education's role in society. Advances Strategic Priorities while Safeguarding the University's Legacy. The SCOS empowers the Board to navigate challenging political and economic landscapes with agility and anticipate issues and trends in higher education, enabling Regents to focus on strategic priorities that safeguard the University's future. Through streamlined processes, digitized records, and accessible systems, the office ensures transparency, provides public access to University records, and preserves institutional information and University history. Integral to the Success of the UC Mission. Through its careful stewardship, the SCOS ensures the Board's priorities meet the evolving needs of higher education, which benefits California and society at large. The SCOS takes pride in its collective achievements and professional, cohesive team. Together, the office advances innovative governance practices that optimize resources, enhance Board operations, and strengthen the University's standing as the premier public research institution. POSITION SUMMARY The Assistant Secretary for Engagement and Operations plays an important role in planning events and managing projects, as well as in providing analytical, communications, and administrative support to the Board of Regents and Secretary and Chief of Staff to the Regents. This role will oversee complex, detailed, and confidential matters. This position reports to the Deputy Chief of Staff for Operations and Communications. Event Planning This role will oversee the planning and execution of both public and inward-facing events, including but not limited to Regents board and committee meetings, campus outreach events, stakeholder gatherings, and meetings with public officials. This highly collaborative role spans across administrative, financial, and communications areas, requiring knowledge and understanding of the University and the Board structure, sound judgment, autonomy, and diplomacy to navigate sensitive issues. In addition, the incumbent will identify events that present strategic opportunities for the Regents to increase their connection with students, faculty, staff, and stakeholders, as well as reinforce their roles as stewards of the University. Project Management / Analytical Support This role will manage assigned special projects, including the planning and execution of Regental initiatives; serve as lead staff to Regental special committees, working groups, and advisory bodies; and oversee operational initiatives aimed at optimizing office efficiency and productivity. Responsibilities will span business, technical and policy development execution using internal and external resources. In overseeing special projects, this position will be responsible for the delivery of defined objectives via providing general oversight and direction to the project team, as well as outside consultants. The projects will involve problems of diverse scope where the ability to identify causal factors - including but not limited to analysis of existing university policies, procedures, and practices - and develop actionable solutions will require strong analytical skills and good judgement. As examples, these solutions could take the form of regental policy, presidential policy, legislative proposals, guidance letters, best practices advisories, and/or strategic plans. In addition, this position may be tasked with supporting University leadership in enacting or administering them. Communications This position will support the Chief of Staff for Operations and Communications in developing and executing a social media strategy to drive website traffic; improve Regental engagement and connection with students, faculty, and other stakeholders; and communicate the public impact of the University. This role is also responsible for managing the Regents' website ensuring user-friendly functionality, accuracy, and the timely posting of all notices and public background materials. Administrative Support This role is responsible for meeting the administrative needs of the members of the Board of Regents. The incumbent oversees a smooth flow of communications, outreach, and administrative functions by developing and managing systems for information tracking and task / project coordination. In close collaboration with the Finance Manager, assists in the coordination of travel arrangements for the Board. The position includes direct supervision of one administrative staff member who is responsible for meeting the scheduling needs of the Regents, the Secretary & Chief of Staff, and the deputy chiefs of staff. RESPONSIBILITIES25% - Meeting / Event Coordination Manages the coordination and logistical planning of meetings involving the Board of Regents, including committee and workgroup meetings, retreats, campus visits, legislative events, and community outreach, ensuring compliance with open meeting laws as they pertain to Regental quorums. Act as a communications liaison between Regents, campus leadership, senior administration, and legislative offices (UCOP, Chancellors, State Government Relations, and Principal Officers) in meeting and event preparation and planning, on behalf of the Secretary and Chief of Staff as requested. Oversee the management of schedules, in addition to meetings, events, and travel planning. Coordinates meeting materials and information from other departments and tracks to ensure completion with sufficient time for appropriate Regent(s) to review prior to meetings. Manages all event logistics, including venue selection, vendor coordination, ITS/AV coordination, guest communications, scheduling, protocol, and run-of-show documentation. Ensures events reflect the institution's values, brand, and priorities, delivering a professional and engaging experience for all stakeholders. Oversee the planning and organizing of Regents dinners and campus visits, including Regental involvement in inaugural and commencement functions. Oversee office administrative operations for the Secretary and Chief of Staff during Regents' Meetings, responding to inquiries and questions, as needed. 25% - Communications/Engagement/Outreach Coordination Serve as the lead engagement and operations contact for the Office, managing a comprehensive strategy to elevate Regent visibility, foster engagement across the UC system, and align activities with Board priorities. Lead the identification and evaluation of University-led or affiliated events that present strategic opportunities for Regents to meet with students, faculty, staff, and stakeholders. Recommends and coordinates meaningful involvement for Regents-as keynote speakers, hosts, panelists, or honored guests-in events that reinforce their roles as stewards of the University. Manages the end-to-end invitation process for Regent participation, including prioritization, outreach, follow-up, and engagement planning. Develop and implement communication strategies to support the Office's outreach objectives, including preparing executive-level correspondence, briefings, and messaging on behalf of the Secretary and Chief of Staff and Deputy Chief of Staff for Operations and Communications. Ensure consistent, high-quality communication that reflects UC's values and adheres to institutional policy. In conjunction with the Chief of Staff for Operations and Communications, develop and execute a social media strategy to drive website traffic; improve Regental engagement and connection with students, faculty, and other stakeholders; and communicate the public impact of the University. Communicate and coordinate regularly and effectively with personnel at the highest levels of the organization, including the Regents, President, Chancellors, Executive Vice Presidents, and other senior officers of the University and their staff. Facilitates effective and timely communication among these offices, maintaining professionalism, tact, and political sensitivity. Establish and maintain strong working relationships across UC executive offices and departments to support coordination, gather information, and resolve complex issues. Researches, analyzes, and synthesizes information to develop briefing materials, talking points, and reports for the Secretary and Chief of Staff. Ensures all written materials are accurate, well-formatted, and tailored for high-level executive audiences. 20% - Project Management Serve as lead staff on assigned special projects and initiatives within the Office of the Secretary and Chief of Staff to the Regents, reporting progress to the Deputy Chief of Staff for Operations and Communications. Provides collaborative leadership on special projects requiring facilitation and collaboration with representation across functions and locations. Analyze complex problems to be able to identify their root cause - including but not limited to the analysis of university policies, procedures, and practices - and develop actionable solutions. Assist, as needed, in the implementation and administration of these solutions. 20% - General Office / Administrative Support Manages the daily administrative operations of the Office, providing high-level administrative oversight under the direction of the Secretary and Chief of Staff and the Deputy Chief of Staff for Operations and Communications. Monitors key projects remaining informed on deadlines, and institutional activities to provide timely briefings and facilitate strategic scheduling for the Secretary and Chief of Staff. Responds to a wide range of inquiries on behalf of the Secretary and Chief of Staff, including sensitive or high-level matters requiring deep knowledge of UC institutional operations, governance processes, and procedures. Supervises the Executive Assistant, who is responsible for meeting the scheduling needs of the Regents, the Secretary & Chief of Staff, and the deputy chiefs of staff. 10% - Web Maintenance, Social Media, and Materials Distribution Maintain the Regents website. Responsible for the content of all the web pages, including Regents Bylaws and Standing Orders, policies and biographical information. Responsible for timely posting of all notices and public background ma Required Preferred Job Industries Other