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Position Base: Oakland

Location: UCOP - Franklin Building

UC OFFICE OF THE PRESIDENT

At the University of California (UC), your contributions make a difference. A world leader producing Nobel and Pulitzer prize recipients with over 150 years of groundbreaking research transforming the world. Choose a career where you can leverage your knowledge, skills and aspirations to inspire and support some of the greatest minds in the world, and those who will follow in their footsteps. Working at the University of California is being part of a unique institution, and a vibrant and diverse community. At the University of California, Office of the President, we propel our mission through impactful work locally, in government centers and systemwide. We are passionate people, serving the greater good.

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 headquarters to the 10 campuses, six academic medical centers and three national laboratories and enrolls premier students from California, the nation and the world. Learn more about the UC Office of the President

DEPARTMENT OVERVIEW

UC Legal - Office of the General Counsel (UCL) provides legal services to the university, including representation, advice, research and training. We also provide legal opinions to the Board of Regents, administration, faculty, staff and others acting on the university's behalf. We report jointly to the Board of Regents and the president.

POSITION SUMMARY

The Legal Project & Operations Associate 4 serves in a broad, generalist role supporting strategic legal initiatives and operational projects for UC Legal's Immediate Office of the General Counsel. They work side-by-side with leaders for strategic legal initiatives, legal policy and operations, and the Associate Chief of Staff to the General Counsel, to help create processes and practices to drive strategic programs, improve the day-to-day efficiency and effectiveness of the legal team, facilitate change, and support various strategic and program communications needs. This is a generalist role that involves managing and supporting projects across the full range of strategic initiatives impacting the legal team, on a variety of matters including strategic planning and operations, key performance indicators and metrics, strategic human resources matters, DEI initiatives, process development and improvement, policy analysis, research, and risk mitigation initiatives. The Legal Project & Operations Associate 4 must be adaptable and able to juggle multiple priorities at any given time, generating action plans and presentation materials, monitoring and tracking progress of projects, conducting and synthesizing research, and preparing communications as needed. They may also receive a variety of other operational assignments time to time and will be adaptable to support such needs as they arise.

Responsibilities

50% Project Management

  • Engage with team to help define, support, and drive strategic and operational projects and initiatives with the goal of completing the projects on schedule and within budget constraints.
  • Assist in identifying and implementing legal department tools, templates, and processes to enable new or existing programs to be most effective, specifically in the areas of strategic project management, planning, risk mitigation and workflow efficiency. Manage design, rollout, change management, and training for new tools, templates and processes.
  • Applies professional project management concepts and department / unit and Office of the President policies and procedures to manage projects. Provides analysis and status tracking for moderately complex, project-related issues.
  • Implements the project management process in support of products and services involving departmental or cross-functional teams.
  • Monitors and reports on project progress from initiation through delivery, including oversight and integration of project, department, and Office of the President communications, interaction with vendors and managing risk. Identify and escalate risks and facilitate resolution among project team members / stakeholders.
  • Assembles and directs moderate to large project teams or committees, designs project plans and schedules and monitors budget and resources.

40% Operations/Administration/Metrics

  • Review, analyze, draft and revise a variety of documents, including, but not limited to, policies, delegations of authority, powers of attorney, talking points, draft legal documents, correspondence, and presentations. Identify, follow up on, and gather missing information, as needed.
  • Serve as a generalist resource on a variety of legal operations matters, identifying solutions to issues involving people, policy, or process within UC Legal.
  • Assist in optimizing the metrics and KPI program, by developing workflows within the legal department to support the collection of data, and conduct research, analysis, and maintenance of data to provide actionable insights on the legal department’s key performance indicators. Prepare presentation of metrics in various formats, for internal and external audiences.
  • Collaborate with various practice groups across all of UC Legal to develop strong, trusted working relationships, build awareness, and increase overall competencies in data analytics, metrics management, strategic project management and legal risk mitigation.
  • Prepare presentation materials, project proposals, reports, and communications for various internal and external audiences.
  • Identify and report any issues that arise as a result of implementing various changes within the organization.

10% Other duties as assigned in support of the strategic legal initiatives and operational projects for UC Legal’s Immediate Office of the General Counsel.

Experience

  • Minimum of 8 years of relevant working experience required.

Required Qualifications

  • Experience developing forms, processes, and policies
  • Ability to move projects forward by developing tools and communications as needed to gain and maintain support from stakeholders
  • Proven track record of collaborating with cross-functional groups to set objectives and produce results
  • Excellent analytical, problem-solving, and communication skills
  • Ability to work with multiple data sets in order to make informed recommendations; experience with business intelligence tools
  • Able to exercise good judgment and discretion on confidential, sensitive matters; Commitment to the highest ethical standards; Ability to maintain confidentiality and exercise discretion and tact when handling sensitive or potentially sensitive issues.
  • Able to thrive in a fast-paced environment and successfully manage multiple deadlines
  • Tech savvy and versatile with advanced proficiency in MS Office Suite, including PowerPoint, Excel, Sharepoint and Project applications, and other office applications such as Visio, Smartsheet
  • Strong writing skills and experience preparing materials with visual impact for senior level executive audiences
  • Support and handle a variety of ad hoc projects within the team as they arise
  • Ability to problem solve with ability to work independently to analyze unique issues/problems without precedent and/or structure.

Preferred Qualifications

  • Previous UC or other university experience, including knowledge and understanding of the University’s academic mission, institutional objectives and priorities, and experience with higher education and/or public entity policies and procedures, organization, and governance.
  • Project management certification or equivalent years of experience in an in-house legal department
  • Knowledge of university, health care organization, state and federal policy-making processes; general knowledge of legal principles.
  • Experience in an in-house legal department and familiar with legal analytics and legal terminology
  • Working knowledge of legal department applications such as NetDocs, matter management applications, CounselLink, and legal research tools
  • Develops scope of work, budgets, and reports for project requirements.

Education

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

Licenses and Certifications

Required Qualifications

  • Project management certification from a reputable organization such as PMP, CSM or ACP to include a qualifying exam and / or quality assurance processes like Six Sigma or Lean or equivalent project management experience required.

Preferred Qualifications

  • Relevant licenses and certifications such as paralegal certificate, JD, business degree.

Travel Requirements

  • 10% Occasional travel to campus locations and/or conferences.

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”). In exceptional circumstances, approved by the General Counsel, candidates residing in or willing to relocate to California may be considered for a fully remote work arrangement.

SALARY AND BENEFITS

Job Title: Project MGT Profl 4

Job Code: 004474

Salary Grade: Grade 24

Payscale: $122,000 - $138,000, commensurate with experience

Full Salary Range: $95,300 - $178,100

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 March 18, 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

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. EEO/AA Employer UC Nondiscrimination Policy

The University of California, Office of the President, strives to make this job board accessible to any and all users. If you have comments regarding the accessibility of our website or need assistance completing the application process, please contact us at: Accessibility or email the Human Resource Department at: epost@ucop.edu.

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