Temporary Administrative Assistant 3

Location: Oakland
Job ID: 75043

Job Posting

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Job Title: Administrative Assistant 3

Job #: 75043

Position Base: Oakland, CA

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 Employee & Labor Relations fosters employee engagement, negotiates and administers local and systemwide labor agreements and provides multi-faceted support toward ensuring an inclusive, diverse, collaborative and productive work environments across the UC system.

POSITION SUMMARY

This is a TEMPORARY position within our Temporary Office of the President Staffing (TOPS) program.

KEY RESPONSIBILITIES

• Provide a broad range of administrative support for a high-volume, fast-paced office responsible for the University's labor relations function at a systemwide level
• Handle critical, confidential and attorney-client-privileged information directly related to union collective bargaining agreements, negotiations, contract management, union requests for information under HEERA, represented employee data sets, and wage implementation related decisions and plans
• Schedule departmental and other time sensitive meetings with internal and external stakeholders including UC leaders and union representatives. Manage agendas and logistics. Follow strict communication protocols. Take precise notes in meetings as needed. Coordinate follow-up action items
• Communicate verbally and in writing in a professional manner across all levels of the organization and with external partners including other UC locations and union representatives
• Distribute time-sensitive notices to unions as directed by LR Executive Director and/or Director of Operations and Planning; update union notice tracker; ensure appropriate record-keeping on union noticing activity
• Electronic document management of confidential and attorney-client-privileged materials via NetDocs, UCOP share drive, Box, SharePoint, SmartSheet and other systems as needed
• Accurately cross-reference information across various sources including SharePoint, SmartSheet, FTP/GoAnywhere, Box, Excel and other programs as needed
• Research and compile information across all UC collective bargaining agreements; summarize findings and provide highlights to support department decision-making
• Perform timely and highly accurate updates to critical UCNet webpages related to multiple union contracts and the collective bargaining process. Post announcements, formal notices and labor relations updates online as required
• Maintain organized files, contact lists, rosters, spreadsheets, etc.
• Collaborate with operations personnel as needed on special projects
• Review and edit written documents and create quality PowerPoint presentations containing complex information
• Route items for signature via DocuSign ensuring that proper content and format is followed
• Support professional staff with travel-related tasks by inputting requests and reimbursements, reconciling discrepancies, providing guidance and troubleshooting. Ensure strict adherence to University policies and procedures in coordination with the Business Resource Center (BRC).
• Support professional staff to procure materials or supplies in coordination with BRC
• Process department invoices and handle other miscellaneous financial transactions as directed by the Director of Operations and Planning
• Event coordination and support as needed

MINIMUM QUALIFICATIONS

• Two years' work experience
• Strong proficiency in common computer applications and productivity tools including web-based applications and systems including calendaring and productivity software, document-management applications and website content management
• Advanced organizational skills to track complex projects and issues. Detail oriented
• Comfortable working with multiple teams, including leadership, SMEs, and cross-functional stakeholders
• Strong verbal and written communication skills, active listening, critical thinking, multi-tasking and time management skills
• Ability to handle sensitive information with discretion, ensuring compliance with privacy and confidentiality standards

PREFERRED QUALIFICATIONS

• Background in labor relations, employee relations or human resources.
• Knowledge of project management systems (e.g., SharePoint, SmartSheet, NetDocs)
• Public sector experience.

EDUCATION

• High School diploma and/or equivalent experience/training.

SPECIAL CONDITIONS

This position is eligible for a remote work arrangement. The person hired will be required to reside within California.

SALARY AND BENEFITS

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 salary grade for a position. The full salary range shows the growth potential for this position.

Job Title: Administrative Assistant 3

Payroll Title: ADMIN AST 3

Job Code: 007373

Salary Grade: Grade 18

PayScale/ budgeted hourly range: 26.92/hour - $36.21/hour. Salary offers are determined based on final candidate qualifications and experience.

HOW TO APPLY

Please be prepared to attach a cover letter and resume with your application.

APPLICATION REVIEW DATE

CONDITIONS OF EMPLOYMENT

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

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.

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.

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/psc/ucop/EMPLOYEE/HRMS/c/HRS_HRAM_FL.HRS_CG_SEARCH_FL.GBL?Page=HRS_APP_JBPST_FL&JobOpeningId=75043&PostingSeq=1&SiteId=19&languageCd=ENG&FOCUS=Applicant

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