Talent Management Specialist jobs in Oakland, CA

Location: Oakland
Job ID: 34994
Job Posting

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

DEPARTMENT OVERVIEW

Systemwide Talent Management drives UC's integrated talent management strategy through the facilitation of and collaboration with location partners. We provide best-practice research, support and tools to enable the stewardship of university resources, while working to attract, develop and retain the most diverse and talented UC employees. In addition, we develop and manage systemwide development programs and systems that meet emergent needs of UC locations, including, but not limited to, employee, manager and leadership development, managing implicit bias and career management.

The integrated talent management infrastructure includes:

Talent Planning

Talent Acquisition

Onboarding and Integration

Performance Management

Individual, Leadership and Management Development

Succession, Organizational Readiness and Retention

Talent Management Analytics and Systems

Systemwide Talent Management established and regularly convenes the UC Talent Management Consortium, bringing together chief human resources officers with talent acquisition, talent development and organization development professionals across the system to identify shared concerns and strategically align UC's overarching talent strategy.

POSITION SUMMARY

Reporting directly to the Executive Director, Systemwide Talent Management, provides analytical and administrative support to the unit. Responsible for the coordination of administrative activities, communications and general day-to-day operations of the unit. Serves as the Talent Management liaison for all levels in the Office of the President, Officers of the Regents, campuses, and UC Stake holders and community. Research, analyzes and compose high level correspondence, reports and presentations for the Talent Management team. Administration of the correspondence flow for the Talent Management team which may include assignment and follow up on Action Items and the Executive Director of Systemwide Talent Management correspondence items. Please note this position is remote with occasional on-site.

Provides direct support for management and distribution of information which may be sensitive or confidential. Incumbent is expected to function as an integral part of a professional team in a fast-paced environment and to facilitate the smooth flow of work, ensuring accountability for all administrative needs of the unit. As directed by the Executive Director of Systemwide Talent Management, works on special projects or assignments with professionalism and discretion. Is key support to all SMG 1 executive searches, coordination of meetings, related materials, correspondence, interaction with admin offices on campuses and President's correspondence team.

Receives direction from the Executive Director Talent Management in the form of objectives with goals. Demonstrates good judgment in selecting methods and techniques for obtaining solutions. Sets priorities and evaluates work flow analysis to ensure delivery of quality customer service to various constituencies. Able to work independently and develop solutions to a wide range of issues. Develops new programs, policies or procedures for possible implementation. Consults with HR, technical personnel, legal counsel, and external agencies as necessary.

The position suggests modifications and maintains HR related listserves, websites, databases and spreadsheets for the Talent Management department. Coordinates and prepares updates for systemwide distribution to HR professionals and other UC officials. When necessary and/or in the absence of other Coordinators, may provide support to the VPHR Immediate Office.

Position includes responsibilities for budget oversight and reporting, recharge coordination, procurement process and vendor administration.

Responsibilities

40%

COMMUNICATIONS & RECORDS MANAGEMENT:

• Provide communications assistance to Talent Management team to describe and promote services and initiatives, and assist with presentations, reports, announcements, website content, memos and requests.
• Independently research and compose high level, original correspondence for signature Executive Director of Systemwide Talent Management
• Review, correct and approve all correspondence submitted to Executive Director for signature. Identify specific communication needs and audiences; develop and finalize content, define strategies to target different audiences, and implement plans.
• Regularly prepare error free correspondence, presentations, and other materials and communications including documents that openly discuss matters related to strategic planning and initiatives for Talent Management functions. Correspondence prepared in accordance with Talent Management goals, signed and sent without supervision is appropriate.
• Independently responds to inquiries from a wide variety of individuals and at all organizational levels by phone, email. Answers and place phone calls in a polite and professional manner, taking and delivering accurate and complete messages in a timely manner. Apply discretion and sound judgment in responding to inquiries and requests for information, independently formulating responses or referring to appropriate staff member for follow up.
• Organize information and prepare documents using various software including word processing, spreadsheets, database management systems, PowerPoint, electronic calendaring, email and the Internet.
• Independently develop and maintain a comprehensive tracking system and reference database for documents, include a resource library, information regarding campus and other external contacts, electronic mailing lists and other administrative materials. Create and maintain protocols and procedures for handling information and output (e.g. filing system, routing procedures, records/archives)
• Coordinates efforts with a variety of external and internal contacts and researches organizational structures, policies and procedures and summarizes best practices in field.
• May participate in research projects as a lead or supporting role to prepare and/or design confidential and sensitive memos, standard or specialized reports, and briefs using word processing and data base applications as needed.
• Tracks and prepares quarterly reports on social media sourcing (ie. LinkedIn) usage for all systemwide UC locations. Maintain and report quarterly on the cost savings derived from systemwide contracts; quarterly collect search activity data from all firms with a systemwide contract, check for accuracy, and publish findings to the UC HR community so that all locations are aware of search assignments systemwide and which firms are being used on what searches.
  
  30%
  
  PROGRAM MANAGEMENT & SUPPPORT:
• Provides analyses for complex budget, financial, academic, data, systems and resource projects working directly with all levels of managers. Develop and maintain the department budget; monitor expenditures and assure availability of funds; makes projections regarding expenditure patterns; reviews and prepares financial reports and other operational expenses; prepares and processes purchase requisitions and reimbursements; assists in resolving financial discrepancies; completes required financial forms and other accounting documents; approves invoices and contracts for payment; recharge analysis of cost allocations, budget transfers and revisions for over 70 vendor relationships. Collaborates, with Chancellor's, Regents, and Presidents offices on all billings and recharges related to TM programs.
• Regularly develops content for presentation and other documents related to strategic planning and initiatives for both systemwide and location human resources functions.
• Researches, compile data, conduct analysis on complex topics and summarizes best practices in field. Seek out information from a variety of sources both within OP, at locations and outside entities as appropriate; synthesize into reports for the Executive Director and constituents as requested.
• Conduct research and data (including graphic and audio visual materials) for use in presentations for the Talent Management group to leadership groups and systemwide stakeholders. Compose draft presentations as requested and manage the revision process.
• Assists in the post-implementation analysis to determine the need for further enhancements, finer distinctions and/or additional process/policy components.
• May originate, prepare, and present proposals for special projects.
• May provide project coordination support by compiling information from multiple sources, tracking timelines, progress of action plans and items, coordinating resources and materials, and updating project databases.
• May provide budget management support by assisting with budget prep, input, and monitoring budget items, as well as preparing spreadsheets, binders and management reports.
• Assists with researching and resolving issues and discrepancies with the budgets; develops reports to assist in solving/ resolving problems/ issues using sound judgment.
• Coordinates efforts with a variety of external and internal contacts; researches organizational structures, policies and procedures and summarizes best practices in field.
  
  20%
  
  SPECIAL PROJECTS: PLANNING AND PREPARATION FOR EXECUTIVE RECRUITMENT FUNCTIONS AND SYSTEMWIDE MEETINGS:
• Coordinates and organizes events, conferences, workshops, and meetings; makes arrangements for presenters, location, travel, equipment, lodging, and food service; identifies target audience and sends out appropriate communications; maintains communication with speakers, vendors, and participants; prepares and assembles event handouts and related supplies and materials; organizes event set-up; coordinates event timelines; assists in the review and compilation of workshop evaluations; performs follow-up activities. Negotiates meeting room contracts. Investigates space suitability, availability and cost for potential meetings and conferences. Monitors session enrollment figures and ensures adequate program materials are ordered and delivered to each site for assigned programs. Negotiates with external vendors and service providers.
• Provide staff support to search committees and interview panels, arranging interview dates and venues. Also arrange with hotels for offsite interviews including negotiating accommodation needs, interview facilities, food and beverage requirements. Respond to vendor inquiries and resolve issues and difficulties they may experience in fulfilling their responsibilities with hiring managers.
• Arrange travel accommodations, and related logistics for the Talent Management staff as appropriate. Anticipate needs of the staff and maintain flexibility, investigate options and recommend/prepare itineraries, prepare background information/materials, and process/track expense reimbursements
• Coordinates and facilitates additional special projects or assignments as directed by the Executive Director of Talent Management and Staff Development
• Responsible for assisting with project planning, tracking and communication through projects
• Assist in preparing project schedules and budget
  
  10%
  
  ASSISTANT TO THE EXECUTIVE DIRECTOR OF SYSTEMWIDE TALENT MANAGEMENT & GENERAL ADMINISTRATIVE SUPPORT:
• Perform general administrative support to the Executive Director of Talent Management and Staff Development, including project support as needed, in support of the Talent Management team.
• Maintain and manage the Executive Director's calendar; organize, schedule and prepare for meetings; provide other administrative and office management support to talent management team, as needed
• As needed, may provide additional administrative support to VP HR immediate office
  
  

Required Qualifications

• Strong communication and interpersonal skills to communicate effectively with all levels of staff; both verbally and in writing. Ability to write for a general audience and to edit the work of others.
• Strong skills in analyzing and synthesizing large amounts of data for preparing sound and relevant proposals. Demonstrated ability to research, analyze, interpret and apply policies and procedures appropriately.
• Ability to multi-task with demanding timeframes.
• Ability to use discretion and maintain all confidentiality.
• Ability to be flexible and adaptable as priorities evolve. Ability to work well with ambiguity and experimentation, and to manage multiple projects in a fast-paced environment.
• Proficiency in a PC operating environment and with MS Office Suite as well as standard desktop/web-based applications. Willingness to learn new software applications and technologies, as needed.
• Must possess experience in event management for the purpose of setting up interviews schedules, securing hiring managers' and executives' time, and making travel arrangements and reimbursements for candidates and search committee members. Experience in managing multiple contracts and vendor relationships.
• Demonstrated experience with meeting/conference planning, including developing and staying within budget, logistical arrangements, negotiating with vendors and services, catering, and a/v equipment; experience arranging travel and associated reimbursements; and coordinating assembly of conference/meeting agendas and other communication materials.
• 3-5 years of experience in a variety of analytic, operational and/or program management roles, including talent management operations activities such as budget, vendor and financial management, executive and search operations, leadership and management development.
• Strong project management skills. Demonstrated skills in providing full operational, coordination and project support.

Preferred Qualifications

• Strong familiarity with UC purchasing, budgeting and invoice processing procedures, preferred.

Education

• Bachelor's degree in related area and/or at least three years professional experience in related HR fields, or an equivalent combination of education and experience.
• Certification in an HR or related discipline, or advanced education a plus. UC or UCOP experience a plus

Salary: The recommended hiring range is $80,000.00 to $94,000.00. Commensurate with experience.

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

ADDITIONAL INFORMATION

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 May 13, 2022

CONDITIONS OF EMPLOYMENT

Background Check Process: Successful completion of a background check is required for this critical position. Background check process at UCOP

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

August 2021 Update: The University of California has issued a policy requiring employees to be fully vaccinated against COVID -19 before physically accessing the University location or programs. Upon hire into a UCOP position, you will be provided detailed instructions on how to comply with this policy including access to the COVID vaccination at no cost. New hires to UCOP who work onsite or will come onsite for any activities at a UCOP or other UC location must comply with this policy within 8 weeks after their start date. The policy allows for employees to request approval for an exception or deferral. UC COVID-19 Vaccine Policy

EEO STATEMENT

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

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.

To apply, visit https://careerspub.universityofcalifornia.edu/psp/ucop/EMPLOYEE/HRMS/c/HRS_HRAM.HRS_APP_SCHJOB.GBL?Page=HRS_APP_JBPST&Action=U&FOCUS=Applicant&SiteId=19&JobOpeningId=34994&PostingSeq=1jeid-6cba6320020ef14598ca63d9ee9ade70