Top Computer Operations Executive jobs in Oakland, CA

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.

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DEPARTMENT OVERVIEW
The University of California's Office of Federal Governmental Relations is located at the UC Washington Center in Washington, DC. As the largest public research institution in the world, the university engages in numerous partnerships with federal education, health care and research agencies. Working with Congress, the administration, federal agencies and national organizations, we advocate for the university and its policy and fiscal priorities in education, research, health care and public service.

POSITION SUMMARY
Reporting to the Senior Director, in the UC Office of Federal Governmental Relations (UC FGR), the Operations Manager/Executive Assistant provides administrative support to the UC FGR's Associate Vice President (AVP), Senior Director and other leadership. Key responsibilities include scheduling and maintaining multiple calendars, planning, and booking travel, making preparations for meetings and events, and ensuring that materials, administrative, logistical and/or catering needs are met. The Operations Manager/Executive Assistant will develop and manage systems for processing reimbursements, implementing purchase order requests, processing invoices and assisting with Procurement and Financial Accounting procedures.

The Operations Manager/Executive Assistant works as part of a team of professionals in service to the External Relations and Communications Division, and acts with a high degree of autonomy, professionalism, tact, and discretion in handling confidential and sensitive matters. The Operations Manager/Executive Assistant supports the AVP and the Senior Director of FGR, and also works with the Division Director of Finance and Administration, the Chief of Staff for the Division and UC Office of the President (UCOP) partners in the Business Resource Center, Procurement, Information and Technology Services (ITS), and Human Resources (HR) to expeditiously and effectively steward key projects.

The ideal candidate is expected to function as an integral part of a fast-paced team, have a proactive approach to work and problem-solving, facilitate the smooth flow of work, ensure accountability for all administrative needs of the unit, and be fiscally responsible. The Operations Manager/Executive Assistant should be adaptable and comfortable working in a fast-paced environment. Must be a strong collaborator with an interest in proactively identifying and solving problems.

Responsibilities

• 40% Scheduling and meeting planning: Coordinate, manage and maintain multiple calendars in a timely and flexible manner to accommodate competing and high priority meetings, calls, and issues across several time zones. Schedule meetings, appointments, and conference calls for the AVP, Senior Director and other team members within UC FGR as needed. Coordinate related arrangements such as catering, reserving conference rooms and workspaces, presentation equipment, agenda preparation and the distribution of materials. Help ensure principals are well-prepared and on time for their meetings and events. Prioritize issues according to urgency and allocate time accordingly.
  
• 30% Travel planning: Arrange complex travel, accommodations, transportation, and related logistics for the AVP, Senior Director and other senior leaders, as appropriate. Anticipate staff needs and maintain flexibility, identify options and recommend/prepare itineraries, prepare background information/materials, and process/track expense reimbursements in a timely manner.
  
• 20% Administrative operations and communications: Process purchases, reimbursable transactions, and invoices according to UC policies and procedures. Order office supplies and track subscriptions and timely payment for the division. Maintain listservs, call directories and other office documents. Establish and maintain an effective and well-documented paper/electronic records management system for correspondence and other materials. Develop and maintain databases as requested.
  
• 5% Respond to inquiries from a wide variety of individuals and at all organizational levels by email and phone as necessary and in a timely manner. Answer and place phone calls in a polite and professional manner, taking and delivering accurate and complete messages in a timely fashion. Apply discretion and sound judgment in responding to inquiries and requests for information, independently formulating responses or referring to the appropriate staff member for follow up.
  
• 5% Administers operational programs which may include finance, facilities, space planning, HR, and ITS needs.
  Required Qualifications
  
  
  
• Minimum of four to five years administrative or executive assistant experience.
  
• Experience performing a range of administrative functions including calendaring, travel and meeting arrangements, event planning, correspondence, reception, records processing and other admin support tasks.
  
• Strong verbal and written communication skills, an ability to articulate ideas and issues clearly and concisely with colleagues. Demonstrated ability to compose business correspondence using appropriate format, language and grammar. Active listening skills to ensure that important points are noted and clearly communicated; uses critical thinking. Takes an independent and proactive approach to work and problem-solving.
  
• Must be highly organized with an ability to multitask in a fast-paced dynamic environment, maintain workflow and meet deadlines. Proven skill establishing and maintaining accurate digital and paper files. Demonstrated ability to follow through on assignments with minimal supervision.
  
• Customer service orientation with ability to respond effectively and in a timely and business-like manner to questions and/or requests for assistance. Demonstrated experience and commitment to a collaborative work style.
  
• Ability to use discretion and maintain confidentiality.
  
  Preferred Qualifications
  
• Knowledge of and experience with UC systems, financial transactional processes, Concur and Oracle.
  
  Education
  
• Bachelor's degree in related area and / or equivalent experience / training.
  
  SPECIAL CONDITIONS
  SALARY AND BENEFITS
  
  Job Title
  Administrative Officer 3
  
  Job Code
  007377
  
  Salary Grade
  Grade 22
  
  Payscale:
  $93,000 - $109,000
  
  Full Salary Range:
  $74,300 - $134,500
  
  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 July 7, 2023. The position will be open until filled.
  
  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
  
  The position is based in the UC Office Federal Governmental Relations office, which is located in Washington, D.C. and as the future of work evolves, this position is currently hybrid with the requirement of three days a week in the office.
  
  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=55069&PostingSeq=1
  
  
  
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