Location: OaklandFull Time
Job ID: 49769
Job Posting

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Job Title: Administrative/Operations Coordinator

Job #: 49769

Position Base: Livermore, CA

UC OFFICE OF THE PRESIDENT

At the University of California (UC), your contributions make a difference. A world leader producing Nobel and Pulitzer prize recipients with over 150 years of groundbreaking research transforming the world. Choose a career where you can leverage your knowledge, skills and aspirations to inspire and support some of the greatest minds in the world, and those who will follow in their footsteps. Working at the University of California is being part of a unique institution, and a vibrant and diverse community. At the University of California, Office of the President, we propel our mission through impactful work locally, in government centers and systemwide. We are passionate people, serving the greater good.

The University of California, one of the largest and most acclaimed institutions of higher learning in the world, is dedicated to excellence in teaching, research and public service. The University of California Office of the President is the headquarters to the 10 campuses, six academic medical centers and three national laboratories and enrolls premier students from California, the nation and the world. Learn more about the UC Office of the President

DEPARTMENT OVERVIEW

For all three national laboratories, the Office of the National Laboratories (UCNL) assures that The Regents and the Office of the President have the information needed to effectively execute their responsibilities related to science, technology and engineering (ST&E) excellence and operations and business (O&B) compliance and best practices while limiting the University's liability exposure. In addition, UCNL connects the national laboratories with University resources, including research and collaboration opportunities as well as business and operations expertise. UCNL's role is essential in keeping UC senior management well-informed regarding performance at the UC-affiliated national laboratories.

POSITION SUMMARY

Reporting to the Administrative Operations Manager and providing support to the Executive Director of Partnerships and Outreach. Provide onsite operational and facilities management, and event support for the UC Livermore Collaboration Center (UCLCC), a newly renovated meeting/event space managed by the UC National Laboratories (UCNL) office. The Center is located in Livermore, CA, adjacent to the Lawrence Livermore National Laboratory (LLNL).

Key Responsibilities

55% Operations/Administrative/Facilities Management

• Oversee day-to-day operations of the Center in collaboration with the Executive Director for Partnerships and Outreach.
• Liaison with UCOP-wide support organizations: building facilities, network IT, telecommunications, AV, security, etc.), including LLNL, as required.
• Oversee and independently troubleshoot issues associated with facilities maintenance, IT/WiFi/Telecom networks, copier/printer, and other onsite equipment.
• Provide executive-level administrative support to Executive Director for Partnerships and Outreach, including calendaring and travel arrangements.
• Maintain Center's budget; process and track vendor invoices and expense reimbursements.
• Process visitor badges for onsite guests.
• Maintain office and other supply needs.

35% Event Support for Onsite Activities and Programs

• As the primary liaison and first point of contact, represent and interact with various levels of visitors and UC staff. Provide front office reception and welcome guests.
• Help develop and manage a room/event reservation process/system.
• Maintain master event/program calendar.
• Review and approve meeting/event requests in consultation with Executive Director.
• Serve as lead point of contact for meeting organizers in advance and the day of onsite events and programs.
• Work closely with meeting organizers to ensure room setup and cleanup is done properly/timely.
• Develop guidelines for users of facility in collaboration with Executive Director:
• UCNL office role versus program hosts responsibilities
• Rules/Guidelines for using space (setup, catering, cleaning, etc.)
• Develop and maintain a list of preferred hotels, caterers, restaurants, transportation, etc.

10% Other duties that may be assigned

• Willing to lead projects and take on additional responsibility as the Center expands.
• Communications and marketing support:

• Follow up communications and surveys with users.
• Design flyers/signage, etc.

• Provide administrative support to the greater UCNL office, including executive-level support to one or more Executive Directors.
• Perform other duties as assigned.

Required Qualifications

• 5 years experience in an administrative, operations and/or event planning role.
• Strong customer service orientation.
• Demonstrated technology and computer skills, with experience using computer applications such as Microsoft Office Suite (Outlook, Word, Excel, PowerPoint), Google Workspace (Calendars), Zoom; ability to quickly learn new systems and applications.
• Strong communication and interpersonal skills to communicate effectively and tactfully with all levels of staff, faculty, and external constituencies, both verbally and in writing.
• Proven organizational and project management skills with the ability to establish job priorities in order to meet deadlines and manage constantly changing priorities. Attention to detail as demonstrated by regularly verifying all work thoroughly to ensure accuracy.
• Demonstrated self-starter with ability to follow through on assignments under minimal supervision; ability to work both independently and collaboratively and cooperatively as part of a team.
• Proactive problem-solver with ability to make sound decisions when faced with immediate or unclear situations and information.
• Ability to maintain discretion when working with confidential and sensitive information.
• Successful experience managing calendars, arranging travel and reimbursements, and coordinating logistics for a variety of meetings and events.
• Work a standard 5-day work-week based on operational hours, with flexibility based on business needs.

Preferred Qualifications

• Bachelor's degree in a related area.
• Knowledge of UC policies and procedures.

Education

• High School graduate and 5 years experience in an administrative, operations and/or event planning role.

SPECIAL CONDITIONS

This position is Monday - Friday, 8AM - 5PM. The selected candidate will be required to report to work in person, every day, onsite in Livermore, CA.

SALARY AND BENEFITS

The University of California, Office of the President, is required to provide a reasonable estimate of the compensation range for this role. This range takes into account the wide range of factors that are considered in making compensation decisions including but not limited to experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs It is not typical for an individual to be offered a salary at or near the top of the salary grade for a position. The full salary range shows the growth potential for this position,

Job Title: Administrative/Operations Coordinator

Payroll Title: PROJECT POLICY ANL 3

Job Code: 007398

Salary Grade: 21

PayScale/ budgeted hourly range: $32.09/hour - $44.59/hour, Salary offers are determined based on final candidate qualifications and experience.

Full Hourly Range: $32.09/hour - $57.09/hour

ADDITIONAL INFORMATION

HOW TO APPLY

Please be prepared to attach a cover letter and resume with your application.

APPLICATION REVIEW DATE

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

August 2021 Update: The University of California has issued a policy requiring employees to be fully vaccinated against COVID -19 before physically accessing the University location or programs. Upon hire into a UCOP position, you will be provided detailed instructions on how to comply with this policy including access to the COVID vaccination at no cost. New hires to UCOP who work onsite or will come onsite for any activities at a UCOP or other UC location must comply with this policy within 8 weeks after their start date. The policy allows for employees to request approval for an exception or deferral. UC COVID-19 Vaccine Policy

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. EEO/AA Employer UC Nondiscrimination Policy

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To apply, visit https://careerspub.universityofcalifornia.edu/psp/ucop/EMPLOYEE/HRMS/c/HRS_HRAM.HRS_APP_SCHJOB.GBL?Page=HRS_APP_JBPST&Action=U&FOCUS=Applicant&SiteId=19&JobOpeningId=49769&PostingSeq=1

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