Client Officer, Lead- Public and Private Investments
University of California Office of the President
May 15, 2018
Client Officer, Lead- Public and Private Investments
University of California Office of the President
Requisition Number: 20180204
Appointment Type: Staff - Career
Personnel Program: PSS-Uncovered
Work Hours: Monday-Friday, 8:00am-5:00pm
Percentage of Time: 100
Organizational Area: Office of the Chief Investment Officer
Location: Oakland, CA
Posting Salary: PSS Grade 23--$67,500 to $102,600 (Minimum to Midpoint)
Position Summary: The Office of the Chief Investment Officer 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 of Investment Support Services, the Client Officer 4, Lead- Public & Private Investments is a supervisory role that uses advanced administrative concepts and organization objectives to resolve complex operations and client issues for the OCIO department stakeholders as a whole; with specific emphasis on directly supporting OCIO Senior Managing Director of Public and Private Investments, and supervising Client Officers with executing all task deliverables in support of Private and Public Investments across all Asset Classes and all other generalist activities required of the Investment Support Services team. Regularly works on imperative administrative issues where analysis of situations or data requires 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. Represents the department on business affairs to the institution community and serves on committees.
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.
Therefore, this supervisory role is responsible for leading and coaching the Investment Support Services team in its multi-faceted deliverables throughout the OCIO, cross training initiatives, broadening individual skills and assistance with delegating responsibilities of daily, project and ad hoc activities.
Position and role 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: On behalf of the Manager of Investment Administration, department leadership and primary stakeholders across all Asset Classes of Private and Public Investments (Private Equity, Public Equity, Fixed Income, Real Assets, Real Estate and Absolute Returns)- the role manages, plans, and administers a full range of deliverables, where operations are significantly complex in terms of budgetary funding, number of faculty, staff and/or are broad in scope due to focus of operations. Direct duties and supervisory 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.);
8) evaluate foreign vendor audit requirements, assist Investment Support Services in processing foreign vendor payments in coordination with UCLA audit governance;
9) responsible for office- wide communications in highlighting UCOP initiatives (e.g. audit impacts, BRC travel policy changes) and other communication updates (e.g. UpMonth automation enhancements, etc.); and
10) oversee website updates and requests for email group changes and maintain current lists. Function:ANALYTICS AND RESEARCH Percent: 50
Duty 20: Performs administrative operations includes budgetary financial assistance and human resources assistance on behalf of the manager of Investment Support Services, OCIO senior leadership and it's primary department stakeholders. Supervise department governance around all process functions. Direct duties and supervisory 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 service fees, look thru reporting, fund administration, eCFM annual flat fee, UCFI Lake Merritt 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;
5) monitor vendor contract expiration schedule and assist with renewal and/ or contract termination planning and notifications (SmartSheet);
6) act as a subject liaison in ongoing departmental data automation support, analytics & research, and system enhancements;
7) process tax form requests; and
8) oversee that day to day front desk and general office functions are being met and covered in a comprehensive manner by Investment Support Services. Function:OPERATIONS Percent: 20
Duty 30: Under the direction of the team manager- provide project coordination and back-up, oversight and standard work in support of all Asset Classes office wide as needed. Direct duties and supervisory 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 and reporting systems (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: 20
Duty 40: Assists the team manager with department Account/ Fund status via quarterly reporting and analysis and general budgeting support needs. Direct tasks and supervision include:
1) derive annual budget estimate for travel/ expense/ meeting/ entertainment costs;
2) report quarterly forecast estimate for travel/ expense/ meeting/ entertainment costs (e.g. maintain top 20 traveler accounting);
3) provide monthly variance reporting on YTD actuals comparison between UCOP General Ledger v. UCOP Express & Connexxus systems;
4) assist team manager with budgetary requirements of the OCIO;
5) assist with periodic budget and asset allocation presentation preparedness;
6) provide travel accounting by head count for tracking and maintaining monthly travel office- wide and reporting out; and
7) responsible for maintaining OCIO wide headcount for budgetary current and vacant positions (e.g. foremost indicator on/ off boarding changes and the like). Function:ACCOUNTING AND FINANCE Percent: 10
Job Requirements Bachelor's degree in related area and/or equivalent experience/training.
Advanced knowledge of University rules and regulations, processes, protocols and procedures for budget, account and fund management, personnel management.
Advanced knowledge of a variety of administrative operations activities such as events planning, basic fundraising processes, risk management planning, website design, accounting and payroll, and contracts and grants regulations and guidelines.
Advanced interpersonal communication skills to include verbal and written, active listening, critical thinking, persuasiveness, advising and counseling skills.
Advanced skills in short and long term strategic planning, analysis and problem-solving and customer service. Required
Advanced knowledge of financial analysis and reporting techniques, human resources policies and procedures for staff and academic employees.
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.