"Finance Project Coordinator 3 or 4 - Oakland, CA, Job ID 81371"

Position Summary

Under the direction of the UC ANR Associate Vice President of Finance and Capital Planning (AVP), the Finance Project Coordinator will provide high-level analytical, fiscal, communication, project management, and administrative support to the AVP. The Finance Project Coordinator may also be called upon to manage projects for other UC ANR units as needed or requested.

The Finance Project Coordinator is a technical leader with a high degree of knowledge regarding higher education administration with recognized expertise in project and program planning, development, administration, management, and implementation. This position may develop and oversee the implementation of new programs and processes.

The Finance Project Coordinator regularly works on projects where analysis of situations or data requires in-depth evaluation of variable factors for unique issues / problems without precedent and / or structure and must exercise judgment in selecting methods, techniques and evaluation criteria for obtaining results.

The Finance Project Coordinator functions with a high degree of autonomy and may manage projects, initiatives, or programs that include formulating strategies and administering policies, processes, and resources. The Finance Project Coordinator will build and maintain tracking systems, solve problems with competing demands across multiple projects, and prioritize complex, often-changing timelines.

This position will promote, in all ways consistent with other responsibilities of the position, the affirmative action goals established by UC ANR.

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, sexual orientation, gender identity, gender expression, national origin, disability, age or protected veteran status. If you have questions, please email the Human Resources Department.

This position is a career appointment that is 100% fixed.

The home department for this position is IMM Office AVP - Bus Ops. While this position normally is based in Oakland, CA, this position is eligible for hybrid flexible work arrangements for applicants living in the State of California at this time. Please note that hybrid flexible work arrangements are subject to change by the University.

Pay Scale

Finance Project Coordinator 3: $72,600/year to $100,800/year

Finance Project Coordinator 4: $88,900/year to $126,400/year

Key Responsibilities

• 25% Administrative Support: Coordinate meetings, webinars, events, etc.; draft and send related agendas, communications, and materials; facilitate/coordinate meeting and/or event logistics as needed. Manage calendar and travel for the AVP. Proactively provide assistance to ensure timeliness of actions. Anticipate needs and develop solutions or responses without being requested to do so. Gather data, policies, and other background information, including related analyses, as needed. Respond promptly to requests from internal and external stakeholders. Reach out to schedule interactions and help build connections. Assist with recruiting and onboarding of new employees.
• 25% Communication: Make high level contacts of a sensitive nature with diverse groups including UC ANR and other UC administrative staff, academics, decision makers, funders, and community and external stakeholders, requiring diplomacy and persuasiveness. Propose, lead and / or participate on policy, strategy and planning committees and working groups (with both internal and external stakeholders). Develop and manage regular internal communications to all levels of UC ANR researchers, staff, and external stakeholders.
• 25% Project Management: Leads efforts to conduct highly complex analysis. Collaborates with partners to coordinate the development, implementation and monitoring of new programs policies, practices, and processes as requested. Works with UC ANR executive sponsors to define project scopes, timelines, resources, deliverables, communication strategies, and risks. Employs tools to document, track, and communicate project methods, owners, timelines, and actions to ensure that objectives are of quality and delivered on time. Identifies and coordinates needed resources (human and financial) for project execution. Regularly keeps executive sponsors and key stakeholders informed of progress, any roadblocks, or needed changes to the project plan. Research and summarize best practices in field when/as necessary.
• 15% Organize and Prepare Reports and Presentations: Develop materials to advance initiatives, projects and the organization's vision including researching and drafting reports, Regents Items, MOU's/ contracts, data tables, and project summary materials to include problem identification, costs, benefits and options, etc. Prepare presentations for a variety of internal and external meetings, and/or trainings for UC ANR and UC leadership, staff, and academics, and external stakeholders.
• 10% Fiscal Support Activities: Coordinate with other administrative staff to provide fiscal support and analyses for projects and initiatives, monitor project expenditures as well as travel and conference expenditures, working directly with all levels of managers.

Requirements

• Advanced project management and strategic thinking skills and ability to bring initiatives to fruition on-time within a complex, multi-stakeholder organizational environment.
• Attention to detail, organizational skills, and ability to manage and prioritize multiple competing demands with demanding timeframes.
• Initiative and ability to work independently or a part of a team and ability to be flexible under pressure and in the face of changing priorities.
• Strong communication and interpersonal skills to communicate effectively, both verbally and in writing, both in person and remotely, with a wide range of people on a wide range of projects and topics are required. Excellent presentation skills are required.
• Strong skills in analyzing and synthesizing large amounts of information/data for preparing sound and relevant reports.
• Ability to use discretion and maintain all confidentiality.
• Strong political acumen; excellent consulting, relationship building.

Preferred Skills

• Experience in higher education.
• Knowledge of University of California and/or UC ANR policies, protocols, and systems.

Special Conditions of Employment

Must possess valid California Driver's License to drive a County or University vehicle. Ability and means to travel on a flexible schedule as needed, proof of liability damage insurance on vehicle used is required. Reimbursement of job-related travel will be reimbursed according to University policies.

The University reserves the right to make employment contingent upon successful completion of the background check. This is a designated position requiring a background check and may require fingerprinting due to the nature of the job responsibilities. UC ANR does hire people with conviction histories and reviews information received in the context of the job responsibilities.

As of January 1, 2014, ANR is a smoke- and tobacco-free environment in which smoking, the use of smokeless tobacco products, and the use of unregulated nicotine products (e-cigarettes), is strictly prohibited.

Exercise the utmost discretion in managing sensitive information learned in the course of performing their duties. Sensitive information includes but is not limited to employee and student records, health and patient records, financial data, strategic plans, proprietary information, and any other sensitive or non-public information learned during the course and scope of employment. Understands that sensitive information should be shared on a limited basis and actively takes steps to limit access to sensitive information to individuals who have legitimate business need to know. Ensure that sensitive information is properly safeguarded. Follow all organizational policies and laws on data protection and privacy. This includes secure handling of physical and digital records and proper usage of IT systems to prevent data leaks. The unauthorized or improper disclosure of confidential work-related information obtained from any source on any work-related matter is a violation of these expectations.

Misconduct Disclosure Requirement: As a condition of employment, the final candidate who accepts a conditional offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; received notice of any allegations or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct 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. For reference, below are UC's policies addressing some forms of misconduct:

• UC Sexual Violence and Sexual Harassment Policy
• UC Anti-Discrimination Policy
• Abusive Conduct in the Workplace