Job Requisition Number: 25534. The Office of the Chancellor supports the Chancellor’s leadership as Chief Executive Officer of the University of California, Berkeley campus. Under the direction of the Associate Chief of Staff, the Chancellor’s Immediate Office (CIO) Front Office Lead oversees all of the administrative operations of the front office of the Office of the Chancellor and assesses protocols and procedures to ensure optimal running of the office. The Front Office Lead supervises two executive assistants who handle all administrative/clerical functions of the office, as well as an executive assistant who supports the Associate Chancellor/Chief of Staff. This position oversees all office management, including ordering, staffing, and event planning for the CIO staff meetings/events. The CIO Front Office Lead has a dotted reporting line to the Executive Assistant to the Chancellor and will serve as backup for the Chancellor’s calendar, schedule regular standing meetings, and coordinate all of the Chancellor’s travel arrangements. In addition, the CIO Front Office Lead will liaise with the Business and Finance Operations team to ensure transactions are reviewed in advance that are consistent with policy and best practices. The CIO Front Office Lead monitors incoming and outgoing communications of the Office of the Chancellor, ensuring appropriate tracking, follow up, and reporting on trends. The CIO Front Office Lead manages the Office of the Chancellor website, proactively ensuring information is updated and accessible.
•Oversees the Chancellor’s Immediate Office executive assistants and directs the daily operations and management of (3) administrative staff including planning, organizing, and assigning the work. •Evaluates performance, develops standards and goals, motivates and coaches results, and trains direct reports. •Supervises office interns and work study students •Provides leadership and coordinates all Cabinet EA quarterly or semi annual meetings and trainings. •Manages, plans, administers and assesses a range of administrative operations, including office management, staffing, and events. •Assesses Office of the Chancellor office operations and protocols and works with office leadership on changes as needed. •Manages and oversees process for purchases of goods and services of the front office, including office equipment, supplies, service agreements, and contracted services. •Serves as backup to Executive Assistants regarding greeting office visitors, answering the phone and responding to general inquiries. •Provides support of Cal Hall Directory updates and listserv maintenance. •Manages the Chancellor’s travel arrangements, including streamlining and implementing any process improvements. •Reviews Travel and Entertainment reimbursements for completeness and appropriateness in accordance with UC Policy. •Schedules standing meetings for the Chancellor •Serves as backup for the Chancellor’s Executive Assistant •Manages event planning for Chancellor's Immediate Office events (staff meetings, appreciation events, holiday events, etc.). •Provides administrative direction and direct support of the Chancellor’s internal communications and correspondences systems i.e, Cal Messages and Cal Images. •Works with executive assistant who manages the Chancellor email account and communications to assess and strategize on Chancellor's incoming/outgoing communications. Review how we track, archive, follow up, etc. •Manages the content edits, pages, and design of Office of the Chancellor website.•Experienced supervisor with thorough knowledge of University rules and regulations, processes, protocols and procedures for personnel management. •Knowledge of a variety of administrative operations activities such as event planning, website design, and office management. •Political acumen and diplomacy with stakeholders, from campus leadership to external constituents. •Ability to multi-task and prioritize under changing demands. •Knowledge of common University-specific computer application programs. •Interpersonal communication skills to include verbal and written, active listening, critical thinking. •Strong skills in short term planning, analysis and problem-solving and customer service. •Positive attitude and demonstrated ability to work successfully with diverse populations. •Ability to anticipate problems and use good judgment in developing solutions. •Excellent organization and project management skills with attention to detail. •Ability to take initiative and work well both independently and as part of a team. •Ability to cultivate strong relationships, collaborate effectively with others, and establish and maintain effective working relationships at all levels. •Bachelors degree and/or equivalent experience/training •Minimum 5 years of experience managing the administrative operations of a department/unit •Minimum 3 years supervising staff
The University of California was chartered in 1868 and its flagship campus - envisioned as a "City of Learning" - was established at Berkeley, on San Francisco Bay. Today the world's premier public university and a wellspring of innovation, UC Berkeley occupies a 1,232 acre campus with a sylvan 178-acre central core. From this home its academic community makes key contributions to the economic and social well-being of the Bay Area, California, and the nation.