ADMINISTRATIVE OFFICER

University of California Office of the President; Oakland (CA); Hybrid; USD 49,000 - 78,000; Full time

Job summary

The University of California Office of the President (UCOP) in Oakland seeks an Administrative Officer 2 CX to support the AVP and energy and sustainability teams. The role emphasizes professional discretion, calendar management, meeting coordination across UC locations, and adherence to policy and procedures to keep operations running smoothly.

Responsibilities include basic accounting, invoice processing, travel planning, and preparing reports with high accuracy.

Qualifications

• Bachelor's degree in related area or equivalent experience.

Responsibilities

• Oversee and ensure daily administrative operations for the executive's office.
• Coordinate travel, meetings, and interviews across UC locations.
• Support basic accounting, invoicing, expense reports, and third-party agreements.
• Lead UC-wide coordination on public reporting and official correspondence.

Skills

Computer skills

Analytical skills

Political acumen

Service orientation

Communication skills

Multi-tasking

Discretion

Problem solving

Education

Bachelor's degree

Tools

Office software

Job description

For UCOP internal applicants, please login to the internal candidate gateway at: Jobs at UCOP

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

Position Base

Oakland

Location

UCOP - Franklin Building

Department Overview

Energy and Sustainability supports efficient use of university resources and helps chart a path to fossil‑free operations through its leadership and coordination across climate and energy, transportation, green building, zero waste, water and food programs and initiatives. We are leading a bold new effort to improve efficiency and change the sources of the energy that UC consumes through our energy services unit.

Position Summary

The Administrative Officer provides administrative support to the Associate Vice President (AVP) and their organization, including Capital Programs, Energy & Sustainability at the University of California Office of the President (UCOP). Prioritizing a positive, customer service‑focused approach while balancing multiple priorities, the Administrative Officer is detail‑oriented and ensures the smooth flow of daily administrative operations. Responsibilities include helping manage the AVP's schedule, coordinating small and large meetings across various UC locations, streamlining procedures, and ensuring policy compliance in their work. Provides broad administrative support to departmental staff, including basic accounting, recharges and invoice management, travel planning and expense reports, and processing third‑party agreements. Works closely with other executive assistants and departments at the Office of the President and other UC locations to support the AVP's goals and initiatives. Acts independently and proactively, exhibiting a high degree of professionalism, tact, and discretion.

Key Responsibilities

• 25% Oversees and ensures the daily administrative operations run smoothly for the executive's office and larger organization with a detailed customer service approach. Handles the details of a variety of matters on behalf of the executive and department staff, and implements related business processes.
• 25% Coordinates travel, meeting, and interview arrangements involving multiple parties across various UC locations for the AVP and department staff. Suports logistical needs and develops itineraries including, but not limited to: airline/airport information, hotel information, meeting times, meeting participants, meeting location, agendas, and any other information that may be required. Supports conferences and committees sponsored by or held at the AVP's Offices, virtually, or other UC locations, including providing support materials for the conference, room reservations, catering, and various amenities for the participants.
• 25% Working with other UCOP departments, supports the AVP and department staff with basic accounting and invoice management, expense reports, and processing third‑party agreements.
• 25% Independently serves as the coordination lead to staff UC‑wide in determining the priorities, procedures and regulations in preparation of public reporting, outgoing correspondence, items for the Regents agenda, and reports to the Legislature and other government and state agencies. Organizes ad hoc committees appointed by the executive on a broad range of issues as needed for support.

Experience

Required Qualifications

• Min 2 years Professional, proactive, detail‑oriented candidates with strong customer service skills and a passion for energy and sustainability issues and/or capital programs encouraged to apply.

Skills and Abilities

Required Qualifications

• Thorough knowledge of common organization‑specific and other computer application programs.
• 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.
• Strong service orientation.
• Strong skills to communicate effectively with all levels of staff, faculty, alumni / donors, students and external constituencies, both verbally and in writing.
• Ability to multi‑task with demanding timeframes.
• Ability to use high‑level discretion and maintain a high level of confidentiality.
• Solid skills in problem identification.

Preferred Qualifications

• Familiarity with the organization's processes, protocols and procedures.

Education

Required Qualifications

• Bachelor's degree in related area and / or equivalent experience / training

SPECIAL CONDITIONS

Thisposition has been approved for a hybrid work arrangement. The person hired must report to work on‑site at UC’s Office of the President (UCOP) located in Oakland, CA, on Tuesdays and Wednesdays, subject to change. The person hired will be required to reside in theState of California.

SALARY AND BENEFITS

Job Title

Administrative Officer 2 CX

Job Code

004263

Salary Grade

STEPS 1-20

Salary: $35.47 - $56.70 per hour, commensurate with experience

• Benefits: For information on the comprehensive benefits package offered by the University visit : Benefits of Belonging

ADDITIONAL INFORMATION

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

As 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.

As a condition of employment, the finalist will be required to disclose if they are subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct, are currently being investigated for misconduct, left a position during an investigation for alleged misconduct, or have filed an appeal with a previous employer.

• “Misconduct” means any violation of the policies or laws governing conduct at the applicant’s previous place of employment, including, but not limited to, violations of policies or laws prohibiting sexual harassment, sexual assault, or other forms of harassment, discrimination, dishonesty, or unethical conduct, as defined by the employer.
  • UC Sexual Violence and Sexual Harassment Policy
  • UC Anti-Discrimination Policy for Employees, Students and Third Parties
  • APM - 035: Afffirmative Action and Nondiscrimination in Employment

The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected status under state or federal law.

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