ADMINISTRATIVE ASSISTANT

Admin Assistant Confidential 3

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. 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.

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

Under the supervision of the Legal Operations Supervisor, provides administrative support to one or more legal practice groups. Organizes information for matters, calendars hearings and other matters, schedules meetings, drafts and edits documentation and correspondence, creates and runs reports, manages legal records per existing procedures. Activities include scanning, copying, filing and setting up new matters, drafting and disseminating routine correspondence, and assisting with developing forms and procedures to streamline procedures and tasks. Works on operational and/or procedural assignments that are moderately difficult, requiring the exercise of considerable discretion and independent judgment. Tasks involve the handling of information that is confidential and subject to attorney-client and work product privilege. Understands implications of work and makes recommendations for solutions. Determines methods and procedures on new assignments.

Responsibilities

• 40% Coordinates conferences/meetings, calendars hearings and other matters. Scans, copies, and converts electronic files to pdfs. Manages practice area documents/data appropriately for discovery and other purposes. Manages incoming voicemail and routes appropriately. Prints and mails practice area correspondence in office. Organizes exhibits, prepares binders for hearings, etc. Additional miscellaneous duties as required. Participates in internal committees and initiatives to promote diversity, equity, and/or inclusion, or more broadly in the legal or local community.
• 25% Legal Administrative Support: Performs administrative coordination for legal practice areas and client records per existing procedures. Prepares audits and produces excel spreadsheets for reporting purposes. Edits and proofreads written materials for content consistency. Participates in internal committees and initiatives to promote diversity, equity, and/or inclusion, or more broadly in the legal or local community.
• 25% Project Management and Data Analysis: Applies complex Excel formulas, pivot tables, and similar functions to compile spreadsheets using subject-matter knowledge of the material to ensure data results are consistent with the nature of the data. May analyze trends. Utilizes specialized office software to track and manage information and documentation. This may include NetDocuments (document management) and CounselLink (matter management). Updates information and works on sensitive operational and/or procedural assignments, priorities, protocols, et cetera.
• 10% Prepares correspondence and other written materials, including system and procedural documentation, for department management; requires some specialized knowledge of the subject matter.

Experience

Minimum of 2 years of relevant experience required.

Required Qualifications

Thorough knowledge in administrative procedures and processes including word processing, spreadsheet and database applications. Excellent verbal and written communication skills, active listening, critical thinking, multi-task and time management skills. Strong interpersonal skills. Ability to manage sensitive and confidential information with discretion. Strong attention to detail; able to track and manage multiple priorities and projects for different teams with competing deadlines. Strong electronic file management, manipulation, presentation and organizational skills.

Preferred Qualifications

Experience with NetDocs, SharePoint site creation, and/or CounselLink or other legal client matter software and document management systems. Excel foundational experience for creating formulaic reporting, Outlook calendaring expertise. Experience creating multi-media presentations/slide decks.

Education

High school diploma and/or experience and training required.

Special Conditions

This position has been approved for a hybrid work arrangement. A new hire will be required to report to work onsite in Oakland, CA at least 3 days per week (currently Monday and Friday in addition to either Tuesday or Wednesday; work arrangement is subject to change).

Salary and Benefits

Salary Grade: Grade 18 Payscale: $32.56 - $35.44/hour (approximately $68,000 - $74,000 annual), commensurate with experience 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. Benefits: For information on the comprehensive benefits package offered by the University visit: Benefits of Belonging.

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 July 2, 2026. 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. 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. 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

EEO Statement

The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected status under state or federal law. 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: View email address on click.appcast.io.