Administrative Coordinator - 135370

Under general supervision, assist with the management of the administrative and operational affairs of the Director's office involving analytical, administrative, and organizational work associated with moderately complex problems.

Independently research, analyze and present data from a number of sources, using a variety of tools to develop comprehensive reports for the Director to use in making decisions in relation to the department's status of projects and department policies and procedures.

In collaboration with the Director, participate in the design, development, implementation, integration, documentation, maintenance, management, and automation of TS' administrative systems and processes, including project management systems. Ensure ongoing maintenance of electronic and physical files in accordance with department, University and UCOP policies.

Prepare communication drafts, including high-level correspondence, department communications, presentations, and publications, for internal and external audiences at a variety of levels. Develops content for department emails, website, and social media accounts.

In coordination with the OMCP Multimedia Communications Manager, assist with the development of content to publicize on social media outlets including FB, Instagram. Regularly post and develop content schedule, with direction from the Director.

As assigned, represent the Director to the Campus and Community in communications. Serve as communication liaison to the Office of the President, the Chancellor's Office, the Office of General Counsel, Resource Management and Planning, and the Budget Office.

Organize, manage and conduct special events as needed.

Uses professional concepts to apply organization policies and procedures to oversee a variety of ongoingadministrative operational issues. Administers defined operational program. Analyzes and resolves operational problems of moderate scope.

• Ability to use sound judgment in responding to issues and concerns. Excellent analytical and critical thinking skills to independently identify review and analyze moderately complex problems and develop effective solutions.Strong skill and ability to take initiative, make decisions and follow through on projects/tasks in an environment with constantly changing work patterns and business methods. Ability to perform detailed work.

• Solid communication and interpersonal skills to communicate effectively with all levels of staff verbally and in writing. Experience in an office environment ability to work as a team member; ability to work with a variety of personalities in an administrative setting, exercising good judgment, tact, mature judgment, diplomacy, flexibility to promote positive working relationships and job effectiveness; and discretion in handling a wide variety of moderately complex and highly confidential matters.

• Excellent interpersonal skills with strong, demonstrated ability to communicate orally and in writing.

• Fast/accurate keyboarding with knowledge of proper formats, grammar spelling and punctuation.

• Ability to train staff and hold informational sessions, both in a group and 1:1 setting, on a wide array of topics, including but not limited to basic electronic equipment usage, office procedures, database usage, etc.

• Experience developing content for departmental communications across multiple channels (e.g. email, print, web, social media).

• Ability to collaborate and communicate with technical and non-technical staff with respect to the development of technical solutions.

• Solid organizational skills and ability to multi-task with demanding timeframes. Excellent organizational skills in order to prioritize multiple tasks, develop, analyze and/or revise procedures, meet deadlines to ensure timely completion of actions, and work in an environment of heavy pressures and changing priorities.

• Demonstrated ability to take direction from more than one person and coordinate many simultaneous projects and tasks.

• Working knowledge of common organization-specific and other computer application programs. Advanced proficiency in word processing, spreadsheet and power point creation. Excellent knowledge of MS Suite of applications (Word, Excel, Outlook, PowerPoint) and Adobe.

• Demonstrated ability to extract accurate and useful information from computerized databases and other sources, conduct analyses and prepare proposals and reports.

• Ability to use discretion and maintain confidentiality. Experience maintaining confidentiality of planning information with significant employee or labor relations impacts.

• Advanced proficiency in calendar management (preferably Microsoft Outlook), demonstrated ability to manage complex calendars for multiple senior level executives, coordinate large meetings and events.

• Demonstrated knowledge and understanding of document management and records retention policies.

• Demonstrated experiencing in automating and/or streamlining business processes and/or experience in working with structured workflow in a business environment.

• DOJ, FBI, and DMV background checks and clearances required prior to employment.

• May be required to work overtime as necessary

If employed by the University of California, you will be required to comply with our Policy on Vaccination Programs, which may be amended or revised from time to time. Federal, state, or local public health directives may impose additional requirements.

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