Executive Assistant To Cfo

Job Title

Executive Assistant 4

007385

Grade 22

$120,000 - $140,000, commensurate with experience

Oakland – UCOP – Franklin Building

Oakland

The UC Finance Division has oversight of financial and capital project management at the campuses, academic medical centers and national labs. Areas of responsibility include budget analysis and planning, accounting and financial controls, risk management, systemwide procurement services, capital markets financing, capital resource management, and external relationships with rating agencies, investment houses, banks, financial auditors and financial regulators.

The person in this position serves as the Executive Assistant (EA) to the Executive Vice President and Chief Financial Officer (EVP/CFO) of the UC Finance Division, who is responsible for all aspects of financial management for the UC system which includes an annual operating budget in excess of $56 billion. The EA will report directly to the EVP/CFO's Chief of Staff (Chief of Staff) and provide administrative support, as needed.

The incumbent provides administrative oversight for the EVP/CFO, including the coordination of communications and pertinent data among the executive's direct reports, coordinating closely with the Chief of Staff. The EA performs and/or oversees special projects or assignments that are highly sensitive or complex in nature, functioning with a high level of independence in the execution and implementation of these projects.

The EA handles details which is often of a highly confidential and critical nature to support the executive on matters of significance. The EA supports the work of the EVP/CFO and Chief of Staff, as well as the UC Finance Division, by facilitating the work of the entire Division, ensuring smooth flow of administrative operations, and ensuring accountability for all business and management of the Division.

Staff members in EVP/CFO immediate office are required to work as a team to maintain confidentiality and to perform their responsibilities with high levels of responsiveness, tact, and professionalism. The EA serves as the lead administrative contact for the EVP/CFO, making independent judgments about administrative matters. The incumbent is responsible for complex communications and calendaring by maintaining thorough understanding of the activities of the EVP/CFO and applying knowledge of Division priorities.

This involves understanding the nature and sensitivity of issues, routing questions to the appropriate division leadership and staff members, and assuring that Regents, state and federal governmental officials, administrators at UCOP and at the campuses, department heads, and members of the public receive timely, courteous, accurate, and diplomatic responses. The incumbent must also ensure that appropriate backup materials are readily available in support of meetings for the EVP/CFO.

Responsible for assuring that complete agendas and background information are prepared in a timely way for all meetings that include the EVP/CFO. This involves working closely with Chief of Staff and others in the Division to keep them informed of upcoming meetings, to request background information, and to compile necessary information.

• 45% Communications:
  Develops and implements efficient and effective systems for managing information, projects and communications to ensure accurate and timely responses. Maintains a comprehensive database of initiatives and assignments, to include actions delegated to other offices. Functions as the gatekeeper, understanding the requirements of the EVP/CFO, to prioritize issues according to urgency and allocate time accordingly. Monitors correspondence outside of regular business hours to ensure sure that urgent emails and phone calls from executives are addressed in a timely manner.
  
  Makes high‑level contacts of a sensitive nature with both internal and external individuals, requiring a high level of discretion and diplomacy. Responds to a wide variety of questions and issues from faculty, staff, students and the public on behalf of the…