ADMINISTRATIVE OFFICER - PROJECT POLICY ANALYST 3

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Department Summary

The UCOP Budget, Financial Planning and Analysis (BFP&A) department leads financial planning and analysis to enable the strategic allocation of resources to UC's mission and systemwide initiatives. We support UCOP's divisions, leadership, the Board of Regents, and other stakeholders by:

- Leading the annual budget development cycle.

-Monitoring UCOP's financial performance throughout the year, including quarterly forecasting.

-Enabling budget transparency by delivering financial management reports, meeting with stakeholders, and providing client support.

-Providing analysis and decision support to solve financial challenges.

Position Summary
Uses skills as a seasoned, experienced professional with a full understanding of analytical practices, policies and procedures; researches, analyzes and develops solutions to a wide range of issues. Demonstrates good judgment in selecting methods and techniques for obtaining solutions. Primarily deals with policies, programs and proposals which are complex in nature and diverse in scope. Develops new programs, policies or procedures for possible implementation. Please note this is a hybrid position with three days a week on-site in Oakland, CA.

Key Responsibilities

30% Initiate, coordinate and support projects including complex, multi-departmental, short and long-term projects, which can impact the department, the division, and/or all UCOP staff. The projects are critically dependent on time-sensitive master calendars relying on complex calendar coordination and project planning. This requires the ability to be agile, analytical, creative, patient, comfortable with ambiguity, and maintain confidentiality of information. Interface and work with all levels of the organization in a highly professional manner and work with a close-knit team within Budget, Financial Planning and Analysis to deliver the best possible outcomes and work products. Where needed, develop, prepare and distribute materials, take detailed meeting notes, and follow-up on action items.

30% Works closely to support the Executive Director and Director as well as other team members to oversee and coordinate projects and align schedules, often engaging with UC senior leadership or their staff for meetings that may be of a sensitive nature. This activity requires sensitivity to the political and confidential nature of the work done by UCOP BFP&A in a fast-paced, dynamic, and demanding work environment. Create and distribute materials for community of practice and stakeholder training sessions, ensuring accuracy, relevance and coordinating leadership review.

20% Manages quarterly review of the BFP&A website and stakeholder portals, tracking issues and items that require updates. Provides recommendations for improvements and updates and implements website changes leveraging IT support and tools. Coordinates with team members to update critical website and portal content in a timely manner. Oversee the BFP&A Box drive, as well as resources for budget liaisons and owners to ensure they are up-to-date, and clear. Oversees documentation and update of budget policies and stakeholder procedures through the budget manual and Financial Accountability and Management program.

10% Budget management, ensuring compliance with policy, financial transactions, purchasing, and expense reimbursements for the department. Interface with other operations departments to track and review financial and personnel data.

10% Participates in the development and revision of communications, PowerPoint presentations, updating standard operating procedures and guidelines, and other written materials, requiring strong MS Word and MS PowerPoint skill. Familiarity with MS Excel is also required. Also supports the coordination of multiple departmental email boxes and distribution lists. including those related to sensitive topics and requiring consultation with subject matter experts to draft timely and accurate responses. Includes communication of approved budget.

Experience
Required Qualifications

Minimum 5 years of experience in relevant roles

Education
Required Qualifications

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

Job Title
Project Policy Analyst 3

Job Code
007398

Salary Grade
Grade 21

Payscale:
$88,000 - $105,000

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 range for a position. Salary offers are determined based on final candidate qualifications and experience. The full salary range shows the growth potential for this position and the pay scale is the budgeted salary or hourly range that the University reasonably expects to pay for this position.

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 January 2, 2025. If needed, add: 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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