Location: OaklandFull Time Job ID: 60490 Job Posting
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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
University of California Office of the President Division of External Relations and Communications (ER&C) is focused on increasing public understanding and support for the university and communicating UC's value and impact on the lives of people in our communities, California, and the nation. We help establish and strengthen relationships with outside constituencies - such as alumni and philanthropists, business, and industry - and, in coordination with campuses, facilitate their support for the university. We also conduct policy analysis for the university.
The External Relations and Communications Division is focused on government relations, communications, advocacy, philanthropy, and legislative analysis. The Division Director of Finance and Administration manages a range of operations across the division. Reporting to the Chief of Staff, the incumbent collaborates with senior leadership in the division on short and long-range planning and participates on committees/task forces responding to a variety of issues. This position handles sensitive negotiations with little or no precedence, requiring expedient and diplomatic action. The Division Director, Finance and Administration is responsible for the operating budget and financial activities; operational, human resources and information management functions; facilities and space planning; and procurement and administrative services. The incumbent assesses risk and establishes systems and procedures to protect organizational assets and is considered a subject matter expert within the organization. The Division Director, Finance and Administration serves on the UC Code of Conduct Trademark Licenses Steering Committee, the IT Ops Council, acts as the divisional IT security lead, and works with the AVP of Communications to protect and monitor the use of the institutional systemwide brand. The Director may be engaged in facilitation of cross-functional work and high-priority projects across the division. The Director supports the Chief of Staff in leading and managing the division's strategic plan process and teambuilding/culture efforts, applies institutional knowledge to develop sound long and short-term strategic plans for the division, and builds relationships with key constituencies and stakeholders.
This is a hybrid position within California.
40% ADMINISTRATION: Steers and coordinates the implementation of long and short-term strategic and operational plans. Ensures schedules and plans are established, parties are informed and prepared, and any barriers (e.g., resource allocation, training, staffing, etc.) are brought to the attention of the appropriate group for resolution. Participates with executives in short- and long-term strategic planning with organization-wide impact. Co-manages with the Chief of Staff the divisional strategic plan process, systemwide meetings, and retreats. Leads changes in organizational structure and process (i.e., remote work, office moves, hybrid work, return to on-site operations, COVID compliance). Manages space planning, resource allocations, and division assets. Provides a framework for policy and administrative change in alignment with change management goals and develops strategies to remove barriers to goal achievement. Participates in leadership transition planning and acclimating new leaders in organizational and UCOP protocols, overall operations within areas of responsibility, and initiative and program planning and management. Manages Major Projects Initiatives, Supplemental Funding Requests, and Presidential Decision Memo process. Directs, analyzes, and prepares recommendations for resource plans having critical, organization-wide impact.
30% FINANCIAL MANAGEMENT: Leads the management of the division budget including unit budgets and 20+ funds; manages and implements quarterly forecasts, Budget Call and Fiscal Close in the PBS budget tool system; provides strategic oversight for the development of complex annual budgets; recommends expense priorities to the SVP and Chief of Staff; and plans and collaborates with department heads and budget managers at all times. The position has divisional signature authority and prescreens contracts, invoices and travel reimbursements for the SVP, Chief of Staff, and department heads. Reviews all expenses that hit the financial ledgers, ensuring correct funding sources. Works closely with Business Resource Center and Procurement, providing organization-wide influence on the identification and framing of systemic issues, and the formulation and advancement of approaches to address them. Manages master agreements, RFPs, contracts with outside suppliers and consultants. Reviews SOWs, manages the procurement process, reviews contracts, tracks terms of engagement, initiates change orders, and manages purchase orders.
20% HUMAN RESOURCES: Manages workforce, performance review process (STEP), compensation, payroll, timesheets, staffing issues, merit, equity, stipends, short-term contractors, multi-location agreements, and telecommute agreements. Manages recruitments including Job Builder position descriptions, classifications, and the Position Control process, including oversight and management of the recruitment process for key management. Develops the recruitment plan and assists with forming and staffing the selection committee. May chair or participate on selection committees. Manages professional development, training, professional coaching, and retaining staff across the division.
10% COMMITTEE, CAMPUS COORDINATION, STAFF SUPERVISION: Acts as point-of-contact and works directly to achieve solutions with high level stakeholders such as Marketing Directors, Public Affairs Directors, AVCs of Communications, AVPs of Governmental Relations, and senior administrators on campuses and other UC locations, Office of the President, public agencies, and the community to develop solutions to complex problems, emerging issues, and priorities. Serves on the UC Code of Conduct for Trademark Licensees Committee, working with the AVP Communications, Creative Director, and UC Legal to monitor, manage and protect the usage and policy of the University of California systemwide brand, copyright, and trademark. Supervises the admin support staff and workload across the division and manages the work of budget managers in departments to collectively implement financial management systems.
Minimum of eight years equivalent experience or training in higher education organizations.
Expert knowledge of organizational processes, protocols, and procedures.
Working knowledge of organization and system-wide organizational reporting structure, as well as an understanding of the interactive roles of management throughout the organization.
Strong strategic thinking, relationship building, and consulting skills in guiding the organization toward workable strategies and solutions.
Advanced analytical, problem-solving, project planning and implementation skills.
Effectively lead and manage high-priority projects from inception to conclusion.
Highly skilled in navigating complex organizations.
Advanced written, verbal, and presentation skills for influencing and facilitating sustained change.
Thorough knowledge of financial analysis and reporting techniques; human resources and risk management planning; accounting and payroll.
Knowledge of the organizational environment of higher education and large research universities to understand client priorities, issues, motivations, and constraints.
Bachelor's degree in related area and / or equivalent experience / training
SALARY AND BENEFITS
Job Title Executive Advisor 4
Job Code 000554
Salary Grade Grade 27
Payscale: $164,000 - $192,000
Full Salary Range: $129,600 - $254,400
The University of California, Office of the President, is required to provide a reasonable estimate of the compensation range for this role. This range takes into account the wide range of factors that are considered in making compensation decisions including but not limited to experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. It is not typical for an individual to be offered a salary at or near the top of the range for a position. Salary offers are determined based on final candidate qualifications and experience. The full salary range shows the growth potential for this position and the pay scale is the budgeted salary or hourly range that the University reasonably expects to pay for this position.
Benefits: For information on the comprehensive benefits package offered by the University visit: Benefits of Belonging
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 isNovember 15, 2023. The position will be open until filled.
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.
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
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About University of California Office of the President
The Office of the President is the systemwide headquarters of the University of California, managing its fiscal and business operations and supporting the academic and research missions across its campuses, labs and medical centers.