SYSTEMWIDE OFFICE OF CIVIL RIGHTS OFFICE ADMINISTRATOR

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Position Base: Oakland
Location: UCOP - Franklin Building

UC OFFICE OF THE PRESIDENT

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DEPARTMENT OVERVIEW

The Systemwide Office of Civil Rights (SOCR) under the leadership of the Executive Director provides direction and support for the university's 10 campuses and the Lawrence Berkeley National Laboratory (LBNL), as well as the Office of the President. SOCR assists in developing and implementing systemwide initiatives, policies, procedures, guidance, and best practices to proactively prevent and respond to reports of discrimination, including, harassment. In certain circumstances, SOCR provides investigative support, as well as develops and delivers education and training programs to campus civil rights offices and other university partners involved in preventing and responding to all forms of discrimination, harassment, and related retaliation based on protected categories (e.g., race, ethnicity, disability, sex, etc.). SOCR also is the policy owner for the systemwide Sexual Violence and Sexual Harassment Policy and Anti-Discrimination Policy and manages systemwide training on those policies for all UC campus community members.

POSITION SUMMARY

Reporting to the Executive Director of SOCR, the Office Administrator uses skills as an experienced administrative professional to plan, manage, and administer the operations and programs of the UC SOCR, which includes support for this systemwide office's focus areas, including the Systemwide Title IX Office, Anti-Discrimination Office, and the Disability Rights Office. In addition to providing day-to-day administrative support, this role is also the office's first point of contact with the budget office and manages tracking and reporting for the office's budget in close collaboration with the Executive Director. This position collaborates with key partners to plan and coordinate systemwide SOCR events or services. Demonstrates sound judgment in identifying methods and techniques to ensure the efficient operation of an office with a high volume of work and often tight deadlines. Coordinates with vendors regarding contracts for systemwide systems and services. Has primary responsibility for managing the office's emails and telephone line, which may require exposure to inquiries that involve sensitive topics, such as sexual misconduct, hate crimes, etc., and trauma-informed responses. Also responsible for supporting a high volume of scheduling requests for the Executive Director, as well as the other members of the SOCR leadership team, as needed. Serves as the office manager, facilitating equipment supply orders and travel for the team, generally. As a position supporting an office within the President's Executive Office that routinely handles sensitive, complex, and private matter, this position requires the highest level of integrity and ethics.

Responsibilities

40% Administrative Support

• Schedules meetings, telephone, and conference calls for the Executive Director and other members of the leadership team
• Maintains calendars for managers, office-wide calendar, and, time permitting, provides scheduling support for other team members for office-related initiatives
• Supports arrangements for systemwide meetings, training sessions, and conferences with campus participants, including researching location information, working with service providers to plan logistics, arranging for transportation, and making last-minute changes when necessary.
• Prepares and maintains the travel vouchers and all reimbursement forms for the team; maintains complex tracking system of reimbursements from various UC accounts and outside agencies. Completes these tasks in compliance with all relevant UC policies and procedures.
• Handles office telephone and email inquiries on a variety of topics, including sensitive and time-sensitive issues, and determines the nature of the inquiry and the appropriate person/unit to direct the inquiry.
• Prepares agendas and records notes for staff meetings.

30% Program Support

• Assists with day-to-day office operations.
• Develops and implements procedures for supply inventory and to ensure equipment is in good working condition.
• Administers facilities and space logistics and manages equipment needs.
• Maintains shared drive and online folders and ensures key documents are appropriately organized.
• Assists in the maintenance and updating of office website content.
• Drafts substantive updates and and correspondence to organizational constituents.
• Maintains office email listservs.
• Acts as safety coordinator.
• Serves on committees, representing office, as requested.

20% Finance and Accounting

• Researches and resolves accounting errors and disputes with external vendors, OP accounting staff, and other units as necessary; submits change or work order requests.
• Develops and prepares budgets and financial reports for funding that may be complex.
• Tracks expenses in the General Ledger.
• Makes ProCard purchases and processes payments, reconciles accounts.
• Performs recharge administration.
• Handles a variety of administrative and accounting issues as needed, and performs other duties as assigned.
• Attends budget-related trainings and Community of Practice meetings.

10% Vendor and Contract Management

• Serves as department contact for contracts with systemwide vendors, including training and case management systems.
• Coordinates department engagement with vendor and UC procurement to develop and update contract terms including scheduling meetings, ensuring contract terms receive appropriate review from department director and other partners, and providing vendors with updated contract requirements including data security protocols.
• Tracks contract timelines and expiration dates and coordinates applicable renewal processes.
• Provides input into non-technical portions of grant and contract proposals.
• Assists in resolution of contract concerns at direction of Executive Director.

Required Qualifications

• Minimum of 5 years of applicable work experience
• Interpersonal skills including verbal and written communication, active listening, critical thinking, persuasiveness, advising and cultural competency skills.
• Knowledge of a variety of administrative operational activities such as event planning, risk management planning, website design, accounting and payroll, and contracts and grants regulations and guidelines.
• Ability to use discretion and maintain confidentiality.
• Strong skills in short-term planning, analysis, problem-solving, and customer service.

Preferred Qualifications

• Thorough knowledge of University rules and regulations, processes, protocols and procedures for budget, accounting and fund management. Solid knowledge of common University-specific computer application programs.Thorough knowledge of financial analysis and reporting techniques.

Education

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

SPECIAL CONDITIONS

This position is eligible for a hybrid work arrangement. The selected candidate must reside in, or be willing to relocate to, California and will be required to report to work in Oakland, CA on an agreed upon schedule.

SALARY AND BENEFITS

Job Title: Administrative Officer 3
Job Code: 007377
Salary Grade: Grade 22
Payscale: $100,000 - $114,000, commensurate with experience

Benefits: For information on the comprehensive benefits package offered by the University visit: Benefits of Belonging

ADDITIONAL INFORMATION

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 February 24, 2025. 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. Background check process at UCOP

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.

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.
  • UC Sexual Violence and Sexual Harassment Policy
  • UC Anti-Discrimination Policy for Employees, Students and Third Parties
  • APM - 035: Affirmative Action and Nondiscrimination in Employment

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. For the University of California's Affirmative Action Policy please visit: https://policy.ucop.edu/doc/4010393/PPSM-20. For the University of California's Anti-Discrimination Policy, please visit: https://policy.ucop.edu/doc/1001004/Anti-Discrimination.

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