University of California Job - 40131501 | CareerArc
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Company: University of California
Location: Santa Barbara, CA
Career Level: Associate
Industries: Government, Nonprofit, Education

Description

Job Posting Details
Position Information

Payroll Title: Project Policy Analyst 2

Job Code: 7397

Job Open Date: 7/12/21

Primary Consideration Date for Open Until Filled: 7/26/21

Department Code-Name: CHAN-Chancellor's Office

Percentage of Time: 100%

Collective Bargaining Unit (CBU): 99-Non-Represented

Grade Type/Grade: PSS 19

FLSA Exemption Status: Non-Exempt

Work Location: 5221 Cheadle Hall

Pay Rate/Range: Salary commensurate with experience

Days/Hours: M-F/ 8-5

Brief Summary of Job Duties

A lead member of the Chancellor's front office team, the Administrative Analyst provides daily administrative support for smooth office workflow as well as project-oriented support to the Chancellor and senior office staff. Analyzes documents and prepares briefings and recommendations. Drafts correspondence, award nominations, in memoriam messages, and other written materials. Provides staff support for committees and administrative searches. Organizes office files and follows policies for record retention and reporting. Tracks action items and Chancellor's directives; provides follow-up to ensure deadlines are met. 

This position has frequent and initial contact with faculty, administrators, staff, students, external constituents, alumni, media, and the Offices of the UC President and Secretary of the Regents. Works quickly, calmly, and efficiently in a fast-paced environment, demonstrating sensitivity, confidentiality, and discretion at all times. 

Serves as backup to the Chancellor's Calendar Coordinator and assists on a regular basis with scheduling, RSVPs, meeting setup and support, and record-keeping.

Strong written and oral communication skills, research and analysis skills, flexibility in adjusting to changing priorities, and a high level of accuracy and confidentiality are essential to this position.  

Minimum Requirements
  • Bachelor's degree or equivalent combination of education and experience.
  • Communication and interpersonal skills to communicate effectively, both verbally and in writing.
  • Ability to analyze, research, and synthesize large amounts of data with strong attention to detail.
  • Ability to multi-task with demanding timeframes.
Desirable Requirements
  • Experience working with constituents in a higher education organization environment.
Special Conditions of Employment:
  • Satisfactory criminal history background check.
Special Instructions:

For full consideration, please include a resume and a cover letter as part of your application.

Job Functions/Percentage of Time/Duties

50% Research, Analysis, and Correspondence

Drafts and edits emails, letters, memos, and document summaries. Independently prioritizes workload and manages multiple projects simultaneously, ensuring that all steps are followed and deadlines are met. Maintains knowledge of office, campus, and systemwide policies in order to analyze information, consult with appropriate resources, and make recommendations. Helps to identify and communicate with alumni, faculty, or staff to represent the university at inaugural events. Assists with memorialization of passings of campus community members, including preparing campus communications. Provides support to various councils and committees such as the Chancellor's Staff Advisory Council and search advisory committees by researching and reporting on complex issues and university policies, drafting and editing documents and correspondence, and using independent judgment to make decisions with limited direction.

30% Front Office Administration

Answers calls to the Chancellor and the Chancellor's Office and welcomes visitors. Screens and determines urgency and exercises independent judgment in seeking guidance, responding directly, or referring calls and visitors. Mediates and resolves complex situations. Works quickly, calmly, and efficiently in a fast-paced environment, demonstrating political acumen and utmost confidentiality and discretion. Logs and organizes incoming documents; processes and mails outgoing documents; maintains accurate office records. Schedules conference room and provides meeting setup support. Helps prepare and process financial items. Oversees distribution and return of action/deadline items to and from the Chancellor, tracking deadlines and completion of tasks.

20% Calendar Support for the Chancellor

Steps in to cover at the desk of the Chancellor's Calendar Coordinator during absences and on a day-to-day basis as needed, seamlessly performing all aspects of the calendar desk,including handling complex scheduling and domestic and international travel arrangements for the Chancellor, and working with the Chancellor one-on-one on calendar items and requests. Also assists on a regular and ongoing basis with scheduling, RSVPs, meeting setup and support, and record-keeping. Helps to organize and prepare materials for Regents meetings and Council of Chancellors meetings.

 

Equal Opportunity/Affirmative Action Statement

The University of California is an Equal Opportunity/Affirmative Action Employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status, or any other characteristic protected by law.

 

Reasonable Accommodations

The University of California endeavors to make https://jobs.ucsb.edu accessible to any and all users. If you would like to contact us regarding the accessibility of our website or need assistance completing the application process, please contact Katherine Abad in Human Resources at 805-893-4664 or email katherine.abad@hr.ucsb.edu. This contact information is for accommodation requests only and cannot be used to inquire about the status of applications. 

 

Privacy Notification Statement

The State of California Information Practices Act of 1977 (effective July 1978) requires the University to provide the following information to individuals who are asked to supply information about themselves: Application: The principal purpose for requesting information on the Application is for applicant-tracking purposes and to collect applicant contact information. Affirmative Action and Equal Employment Opportunity Data Form: Information furnished on this form is requested by UCSB's Affirmative Action Office. The University of California, Santa Barbara is a Federal contractor and, therefore, must comply with Affirmative Action regulations issued pursuant to Executive Order 11246, Federal Revised Order No. 4, Section 503 of the Rehabilitation Act of 1973 and Section 402 of the Vietnam Era Veterans Readjustment Assistance Act of 1974. Furnishing the information on this form is voluntary. There is no penalty for not completing this form. The offices responsible for maintaining the information supplied on this form are the UCSB Human Resources Office and the Affirmative Action Office.

GENERAL DATA PROTECTION REGULATION (GDPR) STATEMENT FOR PERSONS IN THE EUROPEAN ECONOMIC AREA: As part of our commitment to protecting your privacy, the General Data Protection Regulation (GDPR) Privacy Statement ("Privacy Statement") is designed to provide you, as a person in the European Economic Area, with information regarding the types of personal information that the University of California's Human Resources departments and offices collect about you. The Privacy Statement can be found at: https://ucnet.universityofcalifornia.edu/gdpr.html.nformation supplied on this form are the UCSB Human Resources Office and the Affirmative Action Office.

 

Notice of Availability of the UCSB Annual Security Report

The University is committed to providing a safe and secure campus environment for our students, faculty, staff, and visitors. In accordance with the "Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act" (Clery Act), UCSB publishes an Annual Security Report to provide information regarding campus safety and security policies, crime statistics, and resources to current and prospective students and employees. This report includes statistics for the previous three years concerning crimes reported to Campus Security Authorities (CSAs) that occurred on campus, in certain off-campus buildings or property, and on public property adjacent to and accessible from campus. The report also includes campus policies concerning crime prevention, crime reporting, alcohol and drug use, sexual and interpersonal violence, student discipline, and other matters. To access the Annual Security Report, visit www.police.ucsb.edu/asr. A copy of this report may also be requested by contacting the UCSB Police Department (call 805-893-3446 or visit 574 Public Safety Bldg., Santa Barbara, CA 93106 during business hours). To learn more about the Clery Act and CSA duties and reporting requirements, please visit www.police.ucsb.edu/clery-act.

 

 


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