BENEFITS PROGRAMS & STRATEGY ADMINISTRATIVE LEAD

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Department Overview

Benefits Programs & Strategy is a department within Total Rewards, part of Systemwide Human Resources.

Position Summary
This position, reporting to the Senior Executive Director, provides leadership and professional expertise for the Benefits Programs & Strategy unit in the University of California Office of the President. The incumbent uses skills as a seasoned and experienced professional with a full understanding of analytical practices, policies and procedures to manage, plan and administer the operations of the Benefits Programs & Strategy department, including perform short- and long-term operational and administrative planning in support of the organization; researches, analyzes and develops solutions to a wide range of issues; develops and administers systems for managing projects, information and communications throughout unit; deals with policies, programs and proposals which are complex in nature and diverse in scope; develops new programs, policies or procedures for possible implementation; functions with a high degree of autonomy, political acumen and confidentiality; demonstrates good judgment in selecting methods and techniques for obtaining solutions; makes high-level internal and external contacts of a sensitive nature requiring tact, discretion and diplomacy; facilitates communications with internal staff at all levels including senior management, external constituencies and members of the public; and applies broad knowledge of UC organization, policies and procedures to assigned tasks and projects. This position will have exposure to information pertaining to labor negotiations including UC strategy, proposals and contracts, requiring utmost confidentiality. May supervise staff. Please note this position is hybrid with Tues/Wed as anchor days in the office. In either case, there will be times the employee needs to be on-site for specific meetings or events, which may or may not fall on anchor days.

Key Responsibilities

• 25% Manages, plans and administers a range of administrative operations for the Benefits Programs & Strategy (BPS) department. Develops and implements efficient and effective systems for managing information, projects and communications to ensure accurate and timely responses to issues presented to BPS. Maintains a comprehensive database of initiatives and assignments, to include actions delegated to other offices. Develops systems to ensure accurate record-keeping and document control. Performs recharge administration to ensure appropriate funding sources for benefits administration activities. Manages payment to business partners and vendors for services involved in benefits administration. Serves as project manager on assignments as requested by the Senior Executive Director (SED), developing scope of work, budgets, and reports for project requirements.
• 25% Directs the daily administrative operations of the SED's office. Coordinates meetings, conference calls, travel arrangements and related logistics, involving multiple parties internal and external to UC. Lead planning for events, meetings or conferences sponsored by the executive, including support materials and amenities for attendees. Functions as the gatekeeper, understanding the requirements of the SED, in order to prioritize issues according to urgency and to allocate time accordingly.
• 15% Provides analyses for complex benefits programs, financial, systems and resource projects working directly with all levels of managers. Performs ad hoc, analytical studies on a wide variety of policies, programs and issues which are complex in nature. Researches, monitors and analyzes regulations, legislation, professional literature and UC policies for impact on the organization or initiative. Develops proposals and recommendations to guide and support a broader strategic direction for initiatives. Coordinates implementation with cross-organizational departments or external entities as needed. Conducts post-implementation analysis to determine the need for further enhancements, finer distinctions and/or additional process/policy components.
• 15% Researches and drafts complex proposals, reports, briefings, executive summaries, and speeches using a variety of software programs (PowerPoint, Visio, Excel, Word, Adobe, etc.) and selecting a situationally appropriate format (slide deck, format letter, PDF, white paper, etc). Responds to a wide variety of questions and issues from faculty, staff, retirees and the public on behalf of the BPS department, including those highly sensitive in nature. Independently investigates issues and problems. Prepares responses to urgent requests on behalf of the SED. Handles the details of complex and highly sensitive matters and facilitates communication on behalf of the SED with parties internal and external to UC. Issues include exposure to highly confidential labor and personnel information, including strategy, proposals and negotiation of labor contracts.
• 10% Researches and analyzes processes and procedures, summarizes findings, policies and organizational structures in order to develop and/or implement changes and to provide consultative services to department administrators, partners and external stakeholders. Establishes and maintains contacts internally and with external constituents for the collection and exchange of information. Researches, compiles and summarizes complex and/or highly sensitive issues, policies and topics; provides background information, talking points and briefing materials for the SED. Briefs SED in a timely fashion, with regard to priorities and deadlines, on the status of pending issues. Coordinates information from other departments and tracks to ensure completion with sufficient time for executive review in advance of meetings. Prepares confidential reports and summarizes issues for senior staff and other officials within the UC system.
• 10% Serves on committees at the request of the Senior Executive Director, representing the department. Proposes, leads and/or participates on policy and planning committees and working groups. Provides strategy development for organizational initiatives. Organizes and provides support for ad hoc committees appointed by department leadership on a broad range of issues.

Experience
Required Qualifications

A minimum of five years' experience in a high-level administrative or analytical role performing a range of functions including managing administrative operations or complex analytical projects in a high-profile environment.

Skills and Abilities
Required Qualifications

• Demonstrated analytical and problem-solving skills with the ability to guide and negotiate complex issues through a hierarchical, bureaucratic organization to achieve resolution. Strong policy analysis techniques and skill in analyzing, researching and synthesizing large amounts of information for preparing sound and relevant analyses and recommendations.
• Demonstrated knowledge and experience planning and coordinating logistics on behalf of an executive in a large, complex organization, including scheduling and supporting meetings and events of varying size and scope, effectively managing the executive's time and making travel arrangements.
• Ability to organize, coordinate and complete projects successfully, providing high quality work products that demonstrate a penchant for detail and commitment to accuracy.
• Ability to work independently, following through on assignments with general supervision, and balance multiple projects simultaneously with demanding time frames for completion in a fast-paced environment. Self-motivated with excellent organizational and time management skills.
• Ability to apply astute political acumen to intricate situations occurring in a complex organizational structure. Sensitive to differing perspectives and circumstances within all levels of the organization and external constituencies. Demonstrated ability to be discreet and maintain full confidentiality of sensitive information and situations.
• Advanced skills to communicate and influence effectively with all levels of staff, faculty, retirees and external constituents, both verbally and in writing. Ability to understand complex information and present it in a clear and concise manner.
• Highly-developed interpersonal skills and ability to contribute to a team-oriented atmosphere with a positive attitude, establishing and maintaining productive, professional working relationships with colleagues, business partners and constituents of diverse occupational and social backgrounds. Well-developed emotional intelligence with ability to advise and counsel others.
• Strong customer service orientation and ability to anticipate and develop solutions to concerns of senior staff, other colleagues and constituents.
• Proven proficiency with a PC operating environment including the Microsoft Office suite and common web-based applications.

Preferred Qualifications

• Advanced knowledge of the University's processes, protocols and procedures.
• Knowledge of regulations governing benefits administration and the privacy and security of personal information, such as HIPAA
• Familiarity with employee benefits administration in a large, complex organization.

Education
Required Qualifications

Bachelor's degree in a related field and/or equivalent experience

Travel Requirements
Up to 10% travel

Special Conditions:

The person hired will be required to reside within California and report to work on-site at UC's Office of the President (UCOP) located in Oakland, CA on a regular basis. Current policy requires that a new employee work on-site at least two days a week on Tuesdays and Wednesdays ("anchor days").

Job Title
Project Policy Analyst 3

Job Code
007398

Salary Grade
Grade 21

Payscale:
$88,000 - $101,000

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 December 31, 2024. 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

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

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.

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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