Organizational Area: Office of the Chief Investment Officer
Location: Oakland, CA
Posting Salary: Commensurate with experience
Position Summary: Reporting to the Chief of Staff, the Client Officer - Executive Support uses advanced administrative concepts and organization objectives to resolve complex operations and client issues for the OCIO department stakeholders as a whole, with specific emphasis on supporting the Chief Investment Officer. The Client Officer regularly works on critical administrative issues where analysis of situations or data requires an in-depth evaluation of variable factors and exercises judgment in selecting methods, techniques and evaluation criteria for obtaining results.
This role extends as part of the Investment Support Services team leadership with a keen willingness and need to cover high/ low departmental requirements from start to finish. The role also acts as a subject matter expert across OCIO global, office support needs.
As such, the role has a strong, cross-functional capacity of work tasks and shared knowledge base and deliverables performed by the Investment Support Services group for OCIO office wide (front middle and back office support). Cross duties are required to help ensure the high volume work capacity of UC Investments is covered.
The Office of the Chief Investment Officer is responsible for managing the University of California's retirement, endowment, working capital, and cash assets under the policies, guidelines, and performance benchmarks established by the UC Board of Regents. The mission of UC Investments is to implement those policies and guidelines by selecting, executing and monitoring investment strategies designed to add value over the benchmarks within a risk-controlled framework. The Office adheres to high ethical and professional standards in serving the investment management needs of its constituency. The Chief Investment Officer has full investment discretion while the Regents retain responsibility for Asset Allocation and Investment Guidelines.
Special Conditions of Employment: Overtime
Other Special Conditions of Employment: Successful completion of a background check is required for this critical position.
Job Close Date:
Duty 5: Direct the daily administrative operations for the executive's office including managing incoming phone calls, calendaring, and scheduling travel.
Function as a gatekeeper, understanding the requirements of the executive in order to prioritize issues according to urgency and to allocate time accordingly;
Respond to a wide variety of questions and issues from stakeholders and the public on behalf of the executive, including those highly sensitive in nature;
Brief executive in a timely fashion, with regard to priorities and deadlines, on the status of pending issues;
Maintain a comprehensive database of initiatives and assignments, to include actions delegated to other offices;
Organize and coordinate meetings and events with internal, external, and campus partners. Function:Executive Assistance Percent: 60
Duty 10: Develop and implement efficient and effective systems for managing information, projects and communications to ensure accurate and timely responses;
Research, compile and summarize complex and / or highly sensitive issues, policies and topics; providing background information, talking points and briefing materials for the executive;
Provide project assistance and back-up, oversight and standard work in support of all Asset Classes office wide as needed; e.g. assembling and transmitting information to be provided to the Secretary of the Board of Regents for public meetings.
Assist the Chief of Staff and other leaders in ensuring processes and workflows of the team are followed and that overall, OCIO critical and non-critical main business activities are sustainably met.
Apply feasibility analysis in support of OCIO wide performance goals in resource allocations for projects. (e.g. onboarding new and off-boarding terminated staff).
Track expenditures for separate accounts and general budget expenses;
Track spending with emphasis on Travel and Entertainment and collaborate with the Financial Services Analyst in cost reduction opportunities; Function:Business Operations & Research Percent: 30
Duty 30: Serve as subject matter expert on travel and entertainment expenses, requirements and procedures for the CIO, and compliance review.
Enter payment requests in ServiceNow (e.g. vendor invoices, subscriptions, memberships, conferences, training, etc.);
Pay invoices for separately managed accounts and general budget expenses;
Establish new vendor purchase order (PO) requests, quarterly PO balance reviews, new vendor setup; Collaborate with UCOP Business Resource Center (BRC) in interpreting policies and regulations for travel, relocation, meal, entertainment expenses and vendor invoices with mid to advanced policy interpretation;
Evaluate, assemble, process and perform compliance review of planned and ad hoc travel expense, subscriptions, vendor invoices and other invoicing requirements Function:Financial Transactions Percent: 10
Job Requirements Bachelor's degree in related area and/or equivalent experience/training.
Advanced knowledge of a variety of administrative operations activities such as event planning, risk management planning, and accounting.
Advanced interpersonal communication skills to include verbal and written, active listening, critical and creative thinking, persuasiveness, advising and counseling skills.
Advanced skills in short and long term strategic planning, analysis and problem-solving and customer service.
Advanced organizational skills and the ability to effectively manage several issues simultaneously while remaining flexible and unflappable.
Advanced knowledge of financial analysis and reporting techniques, human resources policies and procedures for staff employees.
Ability to use discretion and maintain confidentiality.
Advanced knowledge and experience with MS Office (Outlook, Excel, Word, PowerPoint) and the internet. Required
Advanced knowledge of University rules and regulations, processes, protocols and procedures for budget, account and fund management, personnel management.
Knowledge of common University-specific computer application programs. Preferred
About us 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 corporate headquarters to the ten campuses, five medical centers and three Department of Energy National Labs and enrolls premier students from California, the nation and the world.
The University of California is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, age or protected veteran status.
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About University of California Office of the President
The Office of the President is the systemwide headquarters of the University of California, managing its fiscal and business operations and supporting the academic and research missions across its campuses, labs and medical centers.