Functions as the gatekeeper, understanding the requirements of the executive, in order to prioritize issues according to urgency and to allocate time for scheduled events, travel and meetings.
- Maintains a complex calendar of appointments, conferences, and travel, coordinating all details including financial transactions. Identifies information needed by the Executive Director and CSC sponsors by partnering with staff across campus, system-wide, and at the Office of the President to gather information and materials, resolve problems, and/or identify solutions. Serves as a resource to the CSC and its sponsors in assembling, synthesizing, and summarizing issues for background materials. Coordinates preparation of relevant appointment briefing and background materials and ensure the materials are provided in a timely manner for review. Makes informed and necessary decisions for the coordination of UCPath governance meetings, project meetings, conferences, retreats, and events that involve the Executive Director, the CSC sponsors, UCPath Advisory Steering Committee, campus leadership and staff.
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25 |
Oversees and ensures the daily administrative operations run smoothly for the executive's office.
- Serves as timesheet pre-approver, ensuring adherence to policy. Manages the CSC's calendar ensuring unit-wide, campus-wide, and system-wide meetings and events are reordered accurately. Serves as the Unit Safety Coordinator, attends and actively participates in quarterly meetings and stays up to date on Safety policy and evacuation procedures ensuring unit compliance. Is a key member to the project team in deployment of UCPath changes and pilot implementations at the direction of the Executive Director, and the CSC sponsors, ensuring all pilot deployments and UCPath transitions run smoothly and efficiently which allows the team to meet campus and systemwide deadlines.
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10 |
Prepares confidential reports for senior staff, systemwide and other officials.
- Provides analytical and project management support to the Executive Director and CSC Sponsors. Interacts extensively with senior staff, and other campus and systemwide stakeholders, to gather needed data and information, analyzes a wide range of complex issues and requests, provides sound recommendations, takes action to resolve problems, and follows up to ensure issues are resolved appropriately.
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10 |
Participates in the development and implementation of efficient and effective systems for managing information, projects and communications to ensure accurate and timely responses.
- In collaboration with the Executive Director, CSC sponsors, and members of the CSC, develops campus-wide and system-wide communication efforts and initiatives including website review, updates, and creation/maintenance of document archive repositories. Manages unit's SharePoint document storage and organization for project initiatives and training materials.
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10 |
Makes high level contacts of a sensitive nature, internally and externally requiring discretion and diplomacy.
- With a clear understanding of audience-specific communication styles across a diverse audience base, communicates with CSC sponsors, campus, and system-wide regarding issues and projects associated with the Campus Support Center. Acting on behalf of the Executive Director presents and is accountable for a high level of professional acumen with regards to both verbal and written communication.
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10 |
Investigates issues and problems; drafts and prepare responses to urgent requests.
- Monitors team mailgroup account to ensure that all emails are responded to within the CSC SLA. Handles confidential & complex UCPath and CSC support inquiries. Responds to inquiries from faculty, staff, students, and the public on behalf of the Executive Director and the CSC.
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10 |
Researches, compiles and summarizes issues, policies and topics; provides background information, talking points and briefing materials for the executive.
- Functions as a resource to the Executive Director, CSC sponsors, and CSC unit by researching various topics, conducting information gathering, producing reports, data tables, and charts. Provides meeting support and meeting management for key committee meetings including systemwide committees that the Executive Director serves on (i.e.: UCPath steering committee & the UCPath advisory board) and campus focused committees (UCPath campus advisory committee). Documents and distributes meeting minutes as needed
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10 |
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Manages the processing of all operational and unit financial transactions, including reimbursements ensuring adherence to budget and policy. Arranges travel for the Executive Director and CSC Team utilizing UCR purchasing policies and procedures, purchases a wide variety of supplies, equipment, and services in support of departmental needs. Processes purchase requisitions and purchase orders using campus on-line systems and use procurement card as necessary. Ensure the use of appropriate FAUs (coding of accounting information). Processes online orders for printing, communications, physical plant, and transportation for departments. Manages the tracking and verification of Federal Express and Storehouse expenses. Assures accuracy of these purchases and maintains proper archives.
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10 |
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Other duties as assigned.
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5 |
