Organizational Area: Office of the Chief Investment Officer
Location: Oakland, CA
Posting Salary: Salary commensurate with education and experience.
Position Summary: Covered under University series concept / job specification for classification 4722. Under general direction works on operational and/or procedural assignments that require the exercise of considerable discretion and independent judgment. Understands implications of work and makes recommendations for solutions. Determines methods and procedures on new assignments.
The Office of the Chief Investment Officer (OCIO) 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 Regents. The mission of the Office 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 as well as professional standards in serving the investment management needs of its constituency and the Chief Investment Officer has full investment discretion while the Regents retain responsibility for Asset Allocation and Investment Guidelines.
Reporting to the manager and team leads of Investment Support Services group, the role of the Client Officer- Public Investments and Reception uses intermediate administrative concepts and organization objectives to resolve complex operations and client issues for the OCIO department stakeholders as a whole with specialization support for Public Investments, front desk coverage and general office. Regularly works on imperative issues where analysis of situations or data requires research with an in-depth evaluation of variable factors. 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 with a completion approach (start to finish). The role also acts as a subject matter expert across OCIO global, office support needs.
As such the role also 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). Cross duties are required to help ensure the high volume work capacity of the OCIO is covered.
Position requires regular, attendance.
Special Conditions of Employment:
Other Special Conditions of Employment: Successful completion of a background check is required for this critical position.
Job Close Date:
Duty 10: Administers a defined operational program or activities that include: finance, facilities, space planning, communications, informational technology and safety. Tasks include-
1) primary liaison as the face of the OCIO with incoming/ outgoing visitors. Must have excellent customer service acumen and enthusiasm with others across the OCIO office, UCOP and all external partners or guests;
2) supervise and track guest, data login process and system (e.g. Envoy);
3) coordinate building service needs with property management and UCOP facilities respectively. Process daily mail and order/ deliver/ receive packages on behalf of OCIO and Senior Management. Setup badge requests and other general maintenance needs throughout the space (e.g. change light bulb, water delivery, etc.);
4) ensure that office machines are equipped with paper and in working condition on a daily basis. Required to learn various office database systems in order to enter and retrieve data, as needed;
5) assist with all IT, Facilities, Projects and related bidirectional communications on behalf of the OCIO; including trouble shooting and associated ServiceNow, iRequests and other requests;
6) responsible for cleanliness and upkeep of all conference rooms, kitchen (i.e. dishes, etc.) and other gathering spaces throughout the office, and proper checks at the beginning, end and throughout the day, including clearing areas after department events, or client meetings in such conference room spaces;
7) order, log, track and maintain all office supplies;
8) order, log and track all incoming checks, and distribute mail on a daily basis in a timely manner on same day of receipt; and
9) manage office- wide conference room bookings by OCIO staff and UCOP partners, help mitigate and problem solve conflicting space and conference room uses. Function:RECEPTION AND GENERAL OFFICE Percent: 50
Duty 20: Supports leading and overseeing a full range of analytical tasks moderate to significantly complex in terms of budgetary funding, number of faculty, staff and/or are broad in scope due to focus of operations. Tasks include-
1) perform compliance review of planned and ad hoc travel expense, subscriptions, vendor invoices and other invoicing requirements;
2) evaluate, assembly and process planned and ad hoc travel expense, subscriptions, vendor invoices and other invoicing requirements;
3) problem solve directly 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;
4) establish new vendor purchase order (PO) requests, quarterly PO balance reviews, new vendor setup;
5) pay invoices for separately managed accounts performance fees for public investments and general budget expenses;
6) track expenditures for separate accounts and general budget expenses;
7) enter payment requests in ServiceNow (e.g. vendor invoices, subscriptions, memberships, conferences, training, etc.); and
8) evaluate foreign vendor audit requirements, assist Investment Support Services in processing foreign vendor payments in coordination with UCLA audit governance. Function:ANALYTICS AND RESEARCH Percent: 30
Duty 30: Help steer department governance around all process functions. Tasks include-
1) prepare wires for class action/ fund/ claim payments to the University of California Custodian;
2) process other such Custodian quarterly payments; cross product services/ look thru reporting, foreign exchange, telecommunications, eCFM annual flat fee, dynamic cash allocation, transfer agent operations and PMO support;
3) administer operations gift donations quarterly reporting and sending position files out to UC Irvine and UCSD on a monthly basis for foundation reporting;
4) arrange power point organization, K-1 trading, audit confirmations and due diligence support; and
5) monitor vendor contract expiration schedule and assist with renewal and/ or contract termination planning and notifications (SmartSheet). Function:OPERATIONS Percent: 10
Duty 40: Under the direction of the team manager and leads- provide project assistance and back-up, oversight and standard work in support of all Asset Classes office wide as needed. Tasks include-
1) provide project assistance and back-up, oversight and standard work in support of all Asset Classes office wide as needed; e.g. data automation management (UpMonth) and project support for shadow performance systems and reporting (Solovis) and investment risk data systems (Aladdin);
2) assists the manager and leads of Investment Support Services with department Account/ Fund status with monthly and quarterly variance analysis;
3) coordinate visa due diligence for group and individual international travel (e.g. India ventures/ operating partners);
4) assists Investment Support Services manager and leads in ensuring processes and workflows of the team are followed and that overall OCIO critical and non-critical main business activities are sustainably met; and
5) applies feasibility analysis in support of OCIO wide performance goals in resource allocations for projects (e.g. onboarding new and off-boarding terminated staff). Function:PROJECTS Percent: 10
Job Requirements Thorough knowledge in administrative procedures and processes including word processing, spreadsheet and database applications.
Requires good verbal and written communication skills, active listening, critical thinking, multi-task and time management skills.
Requires interpersonal and work leadership skills to provide guidance to other nonexempt personnel.
Intermediate knowledge of financial analysis and reporting techniques, human resources policies and procedures for staff and academic employees.
Intermediate skills in short and long term strategic planning, analysis and problem-solving and customer service of a variety of administrative operations activities such as events planning, basic fundraising processes, risk management planning, website design, accounting and payroll. Required
Bachelor's degree in related area and/or equivalent experience/training.
General to intermediate 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.