Job Posting Details
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/ 8-5Brief 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.
- Experience working with constituents in a higher education organization environment.
- Satisfactory criminal history background check.
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.
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