PROGRAM AND PROJECT COORDINATOR

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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.

Department Overview
Graduate, Undergraduate and Equity Affairs (GUEA) department at the UC Office of the President. GUEA provides leadership and support for efforts that advance UC equity and inclusion, close equity gaps, promote access to and successful completion of baccalaureate and graduate degrees, and help to provide an exemplary University experience for all. The Outreach and Educational Partnerships unit is supports and helps UC sustain partnerships with K-20 public education segments, community-based organizations and the business sector. These collaborations advance college preparation, access and degree-completion for students from underserved backgrounds. We are committed to the University of California's academic mission and to our core values: integrity in advocating unapologetically for access and institutional equity, respect for one another, accountability for and effective use of our public resources, and excellence in our service to the University and the State.

Position Summary
The Program and Project Coordinator supports vital projects and programming in the Outreach and Educational Partnerships unit. Key responsibilities including assisting in coordinating key systemwide professional development programs, webinars, partnerships, initiatives and conferences that advance equity and access at the University. The Program and Project Coordinator will manage coordinating arrangements for meetings and events, maintaining multiple calendars, planning and booking travel, assisting with documentation and tracking of vendors, suppliers, and contractors in the Procurement process. In addition, they will support communications and logistics within the unit. The candidate is expected to function as an integral part of a fast-paced team, have a proactive approach to work and problem-solving, and facilitate the smooth flow of work.

This position is based in Oakland and eligible for a hybrid work schedule.

Key Responsibilities

• 50% Project and Event Planning: Coordinate and support logistics for conferences, webinars professional development and trainings for UC leaders and external stakeholders. Maintain multiple calendars in a timely and flexible manner to accommodate competing and high priority meetings, calls, and issues. Coordinate related arrangements such as catering, reserving conference rooms and hoteling workspaces and presentation equipment. Ensure agenda preparation and the distribution of materials for various meetings, webinars and conferences. Prioritizes issues according to urgency to allocate time accordingly.

• 45% Scheduling and communications: Coordinate and maintain multiple calendars in a timely and flexible manner to accommodate competing and high priority meetings, calls, and issues. Schedule meetings, appointments, and conference calls for team members in the unit. Update and maintain current and accurate list-servs and rosters of internal and external stakeholders.

• 5% Other Duties - Attends classes, seminars and conferences that enhance professional expertise. Participates in activities that enhance the UC community and support the university mission. Upholds the organization's Principles of Community and assures that those values are upheld throughout the department. Other duties as assigned by the Executive Director of Outreach and Educational Partnerships.

Experience
Required Qualifications

• Minimum of 2 years of progressively responsible experience performing a range of administrative functions.

Skills and Abilities
Required Qualifications

• Experience performing a range of administrative functions including event management, calendaring, travel and meeting arrangements, correspondence, reception, records processing and other admin support tasks.
• Proficiency in PC operating environment, with excellent skills in Microsoft Office Suite including Word, Excel, PowerPoint and SmartSheets.
• 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.
• Strong project and program management skills.
• Active listening skills to ensure that important points are noted and clearly communicated.
• 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.
• Demonstrated skill establishing and maintaining accurate digital and paper files.
• Demonstrated ability to receive and follow general and specific verbal and written instructions with an 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.
• Act with discretion when handling sensitive matters.
• Knowledge of and experience with UC systems, financial transactional processes, Concur and Oracle.
• Experience in working with diverse communities, constituents, stakeholders, and clients.

Education
Required Qualifications

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

Job Title
Project Policy Analyst 2

Job Code
007397

Salary Grade
Grade 19

Payscale:
$68,000 - $77,000

Full Salary Range:
$56,500 - $97,300

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.

ADDITIONAL INFORMATION:

This position is based in Oakland and eligible for a hybrid work schedule.

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 April 4, 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.

Smoke Free Work Environment: The University of California, Office of the President, is smoke & tobacco-free as of January 1, 2014.

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.

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.

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