Office Manager jobs in Berkeley, CA

Location: OaklandFull Time
Job ID: 67350
Job Posting

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

This is a hybrid position working 2- 3 days in our Oakland Office.

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.

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Department Overview
The Retirement Administration Service Center (RASC) counsels members of the University as they transition into retirement and provides long-term pension and retirement health benefits support.

Position Summary
As the Digital Transformation Manager, your role is pivotal in driving our organization to a best-in-class service organization using digital technologies. You are responsible for crafting a comprehensive digital transformation strategy aligned with the Retirement Administration Service Center (RASC) overall goals and objectives. This involves assessing current digital and analog capabilities, identifying opportunities for improvement, and setting clear objectives for transformation initiatives. In collaboration with other teams, you evaluate and select third-party vendors and technology solutions that support your digital transformation strategy. You negotiate contracts, manage vendor relationships, and ensure that vendor solutions integrate seamlessly within the Pension Administration System (PAS) ecosystem. You develop and implement change management strategies to facilitate smooth transitions and minimize resistance to change among employees. Identifying and mitigating risks associated with digital transformation initiatives is crucial. This includes addressing cybersecurity concerns, ensuring compliance with regulations, and proactively managing any disruptions to business operations. You establish key performance indicators (KPIs) and metrics to measure the success of digital transformation efforts, regularly monitoring performance data to identify areas for improvement and make data-driven decisions to optimize digital processes and technologies. You oversee the planning, execution, and monitoring of digital transformation projects. This includes coordinating cross-functional teams, managing project timelines and budgets, and ensuring that projects meet quality standards and deliver expected outcomes. Effective communication and relationship-building with various stakeholders across the organization, including executives, department heads, and end-users, are crucial for gaining buy-in, addressing concerns, and ensuring alignment throughout the transformation process. Once a digital solution is implemented you will train the organization on it's use and hand off ongoing management of the solution to your sibling team, Business Information Systems. Staying updated on emerging technologies, industry best practices, and market trends relevant to digital transformation is essential. This knowledge enables you to anticipate future needs, innovate solutions, and maintain the organization's competitive edge in the digital landscape. Overall, your primary objective is to drive higher retiree satisfaction through better user experiences, increased process efficiencies, new system capabilities, and greater individual productivity using digital technologies.

Key Responsibilities

40% DIGITAL TRANSFORMATION MANAGEMENT - Program Development & Governance: Develops and implements a comprehensive program to guide the organization's digital transformation journey from inception to maturity. Establish governance structures, policies, and procedures to ensure effective oversight and management of digital transformation initiatives. Strategy Development: Works closely with the Digital Strategy and Systems Leader to develop and execute a comprehensive digital transformation strategy that is closely aligned with the RASC's overall digital strategy and goals. Stakeholder Engagement: Engages stakeholders at the manager and leadership levels to gather insights and perspectives, ensuring that the digital transformation strategy reflects the needs and priorities of the entire organization. Collaborate closely with Campus, UCOP, and Technology management to identify integration points, dependencies, and potential impacts on operations, staff, and retirees. Solution Approvals and Buy-in: Reviews and approves recommended business changes that deliver optimized workflows, new system capabilities, and increased individual productivity. Communicates recommendations and findings to key stakeholders, seeking buy-in and alignment on proposed changes. Leadership Reporting: Assists the Digital Strategy and Systems Leader in providing regular updates and reports to senior leadership on the progress of digital transformation initiatives, highlighting achievements, challenges, and areas for improvement. This may include Board Meetings, Advisory Councils, and senior leadership in other parts of the UC system. Innovation Leadership: Guides the RASC organization in identifying areas ripe for digital innovation, prioritizes transformation initiatives based on impact, feasibility, and alignment with long-term goals, and establishes clear objectives and milestones to track progress and success. Roadmap Development: Develops a roadmap for implementing digital transformation initiatives, outlining timelines, resource requirements, and dependencies to ensure efficient and effective execution. Create and Track KPIs: Establishes key performance indicators (KPIs) to measure the success of digital transformation initiatives across multiple dimensions: Systems Solutions KPIs, Process Efficiencies KPIs, Individual Productivity KPIs. Continuous Improvement: Continuously evaluates and refines digital solutions based on feedback, performance metrics, and changing business needs.

25% TECHNOLOGY & DELIVERY - Evaluates Emerging Technologies: Investigates the latest developments in digital technology, including Software as a Service (SaaS) solutions, robotic process automation (RPA), natural language processing (NLP), machine learning (ML), and other digital tools and solutions. Authors White Papers & Use Case Analyses: Analyze case studies, industry reports, and peer-reviewed research to gain insights into the real-world applications and potential benefits of each technology if deployed within RASC. Delivers these insights via internal white papers and use case analysis. Assesses Candidate Technologies for RASC Fit: Conduct thorough assessments of candidate technologies, considering factors such as functionality, scalability, cost-effectiveness, and suitability for addressing specific business needs and challenges within the context of UC's pension administration ecosystem. Manages Requests for Proposals (RFPs): Oversees the entire RFP process, from inception to final selection. This involves developing the RFP documentation, coordinating with relevant stakeholders to define the scope of the solution, and managing the vendor selection process. Addresses inquiries and clarifies expectations with vendors. Evaluates proposals, leads the selection committee, and recommends the most suitable solution. Develops Integration Strategy: Directs a comprehensive integration strategy for deploying selected digital technologies into existing systems and processes within the pension administration system (PAS) and Retirement Administration Service Center (RASC). Functional Requirements: Directs functional requirements for selected technologies to ensure seamless integration and interoperability between new and legacy systems. Technology Security Alignment: Engages proactively with IT and cybersecurity teams to align digital transformation initiatives with organizational standards, protocols, and best practices. Project Sponsorship: Oversees the implementation process, provides guidance and support to project teams when troubleshoot issues, optimizes for performance, and achieves successful deployment within established timelines and budgets.

15% PEOPLE - Team Creation: The digital transformation manager will assemble a team of subject matter experts proficient in business process engineering, technology integration, data quality remediation, and project management. Team Management and Leadership: Fosters a collaborative culture, encourages accountability, and facilitates continuous learning, thereby promoting professional growth and development opportunities. Sets clear expectations and goals, offers regular feedback, coaching, and support to ensure team success in achieving objectives.

10% ANALYSIS OVERSITE - Process Analyses Direction: Directs ongoing analyses of existing business processes to gain a deep understanding of workflows, inputs, outputs, and decision points. Data Analyses Direction: Directs ongoing analyses of process data and metrics to identify patterns, trends, and areas for improvement, leveraging quantitative insights to inform decision-making. Workshop Facilitations Direction: Oversees workshops and brainstorming sessions with stakeholders to identify pain points, bottlenecks, and inefficiencies in current processes. Rollout Training Direction: Provides oversight for training and support initiatives aimed at empowering employees to adopt new methodologies and drive positive outcomes through digital innovation.

10% CHANGE MANAGEMENT - Culture Transformation: Develops and executes a change management strategy to move the existing RASC culture to a culture of digital innovation. Instills a culture of collaboration within the organization, encouraging employees at all levels to contribute ideas and insights to the digital transformation process. Change Management Planning: Develops and implements change management plans to facilitate the adoption of digital tools and methodologies across the organization.

Experience
Required Qualifications

Minimum 10 years as a business or technology product manager which includes 5 years of experience integrating vendor solutions and managing staff in more than one organization. The candidate should also have min of 5 years proven experience in digital transformation roles, with a track record of successfully driving change and innovation within organizations and a good understanding of digital technologies and methodologies, including SaaS solutions, RPA, NLP, ML, and AI.

Skills and Abilities
Required Qualifications

Experience in software product management, including defining, prioritizing, and managing product features and requirements; identifying opportunities; and understanding both internal and external customers' needs.

Proven experience as a Strategic Business Leader or similar role, with a focus on system enhancements and technology strategy.

Strong understanding of processes and systems, including experience with cloud-based platforms.

Demonstrated ability to drive technology strategy in alignment with business objectives.

Excellent analytical skills with the ability to translate complex business requirements into practical solutions.

Strong background in data analytics and experience building an enterprise-wide reporting solution(s).

Experience in facilitating workshops, gathering requirements, and managing stakeholder expectations.

Proficiency in data analysis, reporting, and visualization tools.

Experience working with Agile software development teams and methods or similar processes.

Knowledge of industry best practices, trends, and emerging technologies related to automation and human capital management.

Excellent communication and people skills to effectively collaborate with diverse stakeholders.

Education
Required Qualifications

Bachelor's degree in business administration, information technology, computer science, or a related field.

Preferred Qualifications

Advanced degree preferred.

Travel Requirements
5% May travel to UC campuses and facilities for information gathering.

Job Title
Technical Project Manager 1

Job Code
000524

Salary Grade
Grade 26

Payscale:
$158,000 - $195,000

Full Salary Range:
$117,000 - $226,000

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 April 26, 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. For the University of California's Affirmative Action Policy please visit: https://policy.ucop.edu/doc/4010393/PPSM-20. For the University of California's Anti-Discrimination Policy, please visit: https://policy.ucop.edu/doc/1001004/Anti-Discrimination.

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To apply, visit https://careerspub.universityofcalifornia.edu/psp/ucop/EMPLOYEE/HRMS/c/HRS_HRAM.HRS_APP_SCHJOB.GBL?Page=HRS_APP_JBPST&Action=U&FOCUS=Applicant&SiteId=19&JobOpeningId=67350&PostingSeq=1

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