Assistant Secretary - Engagement and Operations

Location: Oakland
Job ID: 82675

Job Posting

University of California

Office of the Secretary& Chief of Staff to the Regents (UCOP)

Assistant secretary for engagement & Operations

Position Description 11.25.25

For UCOP internal applicants, please login to the internal candidate gateway at: Jobs at UCOP

Position Base: Oakland

Location: UCOP - Franklin Building

THE OFFICE OF THE SECRETARY AND CHIEF OF STAFF TO THE REGENTS

The Office of the Secretary and Chief of Staff to the Regents ('SCOS') provides trusted expertise, analyses, and advice that empowers the Board of Regents to govern the University of California effectively and advance its mission. Its work is

essential to amplify the University of California's transformative impact as the nation's premier public research university.

CORE MISSION OF THE OFFICE OF THE SECRETARY AND CHIEF OF STAFF TO THE REGENTS

• Exemplar of Governance and Innovation. The Office of the Secretary and Chief of Staff to the Regents ('SCOS') seamlessly fulfills its responsibilities as the bridge between the Board, the Office of the President, the campuses, and external stakeholders, fostering a more cohesive and effective governance body. Through innovative initiatives and robust analytic support for Regents' priorities, the SCOS provides essential support for the Board to meet its fiduciary duty to the University.
  
• Elevates the University's Contributions and Impact. The SCOS supports initiatives that advance the University's mission, amplifying the organization's transformative impact across California and the nation. By cultivating collaborative relationships with UC locations, and other higher education institutions and forging strong partnerships with State leaders, the SCOS delivers data-driven insights to support elected officials and decision-makers to shape policies that elevate higher education's role in society.
  
• Advances Strategic Priorities while Safeguarding the University's Legacy. The SCOS empowers the Board to navigate challenging political and economic landscapes with agility and anticipate issues and trends in higher education, enabling Regents to focus on strategic priorities that safeguard the University's future. Through streamlined processes, digitized records, and accessible systems, the office ensures transparency, provides public access to University records, and preserves institutional information and University history.
  
• Integral to the Success of the UC Mission. Through its careful stewardship, the SCOS ensures the Board's priorities meet the evolving needs of higher education, which benefits California and society at large. The SCOS takes pride in its collective achievements and professional, cohesive team. Together, the office advances innovative governance practices that optimize resources, enhance Board operations, and strengthen the University's standing as the premier public research institution.
  

POSITION SUMMARY

The Assistant Secretary for Engagement and Operations plays an important role in planning events and managing projects, as well as in providing analytical, communications, and administrative support to the Board of Regents and Secretary and Chief of Staff to the Regents. This role will oversee complex, detailed, and confidential matters. This position reports to the Deputy Chief of Staff for Operations and Communications.

• Event Planning

This role will oversee the planning and execution of both public and inward-facing events, including but not limited to Regents board and committee meetings, campus outreach events, stakeholder gatherings, and meetings with public officials. This highly collaborative role spans across administrative, financial, and communications areas, requiring knowledge and understanding of the University and the Board structure, sound judgment, autonomy, and diplomacy to navigate sensitive issues. In addition, the incumbent will identify events that present strategic opportunities for the Regents to increase their connection with students, faculty, staff, and stakeholders, as well as reinforce their roles as stewards of the University.

• Project Management / Analytical Support

This role will manage assigned special projects, including the planning and execution of Regental initiatives; serve as lead staff to Regental special committees, working groups, and advisory bodies; and oversee operational initiatives aimed at optimizing office efficiency and productivity. Responsibilities will span business, technical and policy development execution using internal and external resources. In overseeing special projects, this position will be responsible for the delivery of defined objectives via providing general oversight and direction to the project team, as well as outside consultants. The projects will involve problems of diverse scope where the ability to identify causal factors - including but not limited to analysis of existing university policies, procedures, and practices - and develop actionable solutions will require strong analytical skills and good judgement. As examples, these solutions could take the form of regental policy, presidential policy, legislative proposals, guidance letters, best practices advisories, and/or strategic plans. In addition, this position may be tasked with supporting University leadership in enacting or administering them.

• Communications

This position will support the Chief of Staff for Operations and Communications in developing and executing a social media strategy to drive website traffic; improve Regental engagement and connection with students, faculty, and other stakeholders; and communicate the public impact of the University. This role is also responsible for managing the Regents' website ensuring user-friendly functionality, accuracy, and the timely posting of all notices and public background materials.

• Administrative Support
  

This role is responsible for meeting the administrative needs of the members of the Board of Regents. The incumbent oversees a smooth flow of communications, outreach, and administrative functions by developing and managing systems for information tracking and task / project coordination. In close collaboration with the Finance Manager, assists in the coordination of travel arrangements for the Board. The position includes direct supervision of one administrative staff member who is responsible for meeting the scheduling needs of the Regents, the Secretary & Chief of Staff, and the deputy chiefs of staff.

RESPONSIBILITIES

25% - Meeting / Event Coordination

• Manages the coordination and logistical planning of meetings involving the Board of Regents, including committee and workgroup meetings, retreats, campus visits, legislative events, and community outreach, ensuring compliance with open meeting laws as they pertain to Regental quorums.
  
• Act as a communications liaison between Regents, campus leadership, senior administration, and legislative offices (UCOP, Chancellors, State Government Relations, and Principal Officers) in meeting and event preparation and planning, on behalf of the Secretary and Chief of Staff as requested. Oversee the management of schedules, in addition to meetings, events, and travel planning. Coordinates meeting materials and information from other departments and tracks to ensure completion with sufficient time for appropriate Regent(s) to review prior to meetings.
  
• Manages all event logistics, including venue selection, vendor coordination, ITS/AV coordination, guest communications, scheduling, protocol, and run-of-show documentation. Ensures events reflect the institution's values, brand, and priorities, delivering a professional and engaging experience for all stakeholders. Oversee the planning and organizing of Regents dinners and campus visits, including Regental involvement in inaugural and commencement functions.
  
• Oversee office administrative operations for the Secretary and Chief of Staff during Regents' Meetings, responding to inquiries and questions, as needed.
  

25% - Communications/Engagement/Outreach Coordination

• Serve as the lead engagement and operations contact for the Office, managing a comprehensive strategy to elevate Regent visibility, foster engagement across the UC system, and align activities with Board priorities.
  
• Lead the identification and evaluation of University-led or affiliated events that present strategic opportunities for Regents to meet with students, faculty, staff, and stakeholders. Recommends and coordinates meaningful involvement for Regents-as keynote speakers, hosts, panelists, or honored guests-in events that reinforce their roles as stewards of the University. Manages the end-to-end invitation process for Regent participation, including prioritization, outreach, follow-up, and engagement planning.
  
• Develop and implement communication strategies to support the Office's outreach objectives, including preparing executive-level correspondence, briefings, and messaging on behalf of the Secretary and Chief of Staff and Deputy Chief of Staff for Operations and Communications. Ensure consistent, high-quality communication that reflects UC's values and adheres to institutional policy.
  
• In conjunction with the Chief of Staff for Operations and Communications, develop and execute a social media strategy to drive website traffic; improve Regental engagement and connection with students, faculty, and other stakeholders; and communicate the public impact of the University.
  
• Communicate and coordinate regularly and effectively with personnel at the highest levels of the organization, including the Regents, President, Chancellors, Executive Vice Presidents, and other senior officers of the University and their staff. Facilitates effective and timely communication among these offices, maintaining professionalism, tact, and political sensitivity.
  
• Establish and maintain strong working relationships across UC executive offices and departments to support coordination, gather information, and resolve complex issues. Researches, analyzes, and synthesizes information to develop briefing materials, talking points, and reports for the Secretary and Chief of Staff. Ensures all written materials are accurate, well-formatted, and tailored for high-level executive audiences.
  

20% - Project Management

• Serve as lead staff on assigned special projects and initiatives within the Office of the Secretary and Chief of Staff to the Regents, reporting progress to the Deputy Chief of Staff for Operations and Communications. Provides collaborative leadership on special projects requiring facilitation and collaboration with representation across functions and locations.
  
• Analyze complex problems to be able to identify their root cause - including but not limited to the analysis of university policies, procedures, and practices - and develop actionable solutions. Assist, as needed, in the implementation and administration of these solutions.
  

20% - General Office / Administrative Support

• Manages the daily administrative operations of the Office, providing high-level administrative oversight under the direction of the Secretary and Chief of Staff and the Deputy Chief of Staff for Operations and Communications. Monitors key projects remaining informed on deadlines, and institutional activities to provide timely briefings and facilitate strategic scheduling for the Secretary and Chief of Staff. Responds to a wide range of inquiries on behalf of the Secretary and Chief of Staff, including sensitive or high-level matters requiring deep knowledge of UC institutional operations, governance processes, and procedures.
  
• Supervises the Executive Assistant, who is responsible for meeting the scheduling needs of the Regents, the Secretary & Chief of Staff, and the deputy chiefs of staff.
  

10% - Web Maintenance, Social Media, and Materials Distribution

• Maintain the Regents website. Responsible for the content of all the web pages, including Regents Bylaws and Standing Orders, policies and biographical information. Responsible for timely posting of all notices and public background materials to the website, per law. Assure that all websites are kept current and accurate.

Required Qualifications

• Strong project management and organizational skills to prioritize and manage a heavy workload, as well as complete multiple, complex projects in an accurate and timely manner under the pressure of deadlines; ability to handle interruptions/changes without impact on productivity.
• Advising and counseling skills. Strong interpersonal skills include tact, diplomacy, adaptability, and recognizing politically sensitive situations.
  
• Demonstrated experience planning and coordinating logistics for meetings and events of varying size and scope, including scheduling coordination, meetings/events logistics (such as conference room and catering reservations, AV equipment, and other needs), and associated travel and/or hotel arrangements.
  
• At least five years of progressive and successful experience in an executive assistant role, preferably at UC, performing a range of administrative functions including complex scheduling, logistical arrangements in a high-profile environment; or an equivalent combination of education and experience.
  
• Excellent organizational skills and ability to prioritize work and complete assignments to meet strict deadlines.
  
• Strong verbal skills as demonstrated by the ability to gather and articulate ideas, thoughts, and information logically and sequentially. Active listening skills to ensure that important points are noted and clearly communicated.
  
• Excellent written and editorial skills as demonstrated by the ability to compose and/or draft, edit, and proofread sensitive materials according to specific formats and protocols. Ability to use clear and concise language when composing correspondence and other documents applying appropriate language, grammar, punctuation, and business style.
  
• Demonstrated experience projecting a professional and polished image that inspires confidence and trust; ability to maintain a high degree of discretion when working with confidential and sensitive information.
  
• Demonstrated ability to work independently and proactively to follow through on assignments and achieve results with minimal supervision; demonstrated ability and willingness to work collaboratively and cooperatively as part of a team.
  
• Meticulous attention to detail as demonstrated by regularly verifying work to ensure accuracy.
  
• Proficiency with PC; thorough knowledge of MS Office to create documents, tracking logs/databases, reports and presentations; proven experience with Adobe Acrobat Professional to convert documents; the Internet; electronic mail; and Outlook calendar.
  
  

Education

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

SPECIAL CONDITIONS

This position is eligible for a hybrid work arrangement. The selected candidate will be required to work onsite in Oakland, CA at least three days per week. The hire will be a current resident of California or be willing to relocate to California.

SALARY AND BENEFITS

Job Title: Assistant Secretary for Engagement & Operations

Job Code: 004341

Salary Grade: Grade 25

Payscale: $145,000 - $163,000

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 16, 2025. 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.
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

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.


To apply, visit https://careerspub.universityofcalifornia.edu/psc/ucop/EMPLOYEE/HRMS/c/HRS_HRAM_FL.HRS_CG_SEARCH_FL.GBL?Page=HRS_APP_JBPST_FL&JobOpeningId=82675&PostingSeq=1&SiteId=19&languageCd=ENG&FOCUS=Applicant







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