Administrative Assistant (BLANK AST 3)

Under general supervision of the EM Financial Analyst, provide executive support to the Executive Director and the Senior Director of Undergraduate Admissions, under day-to-day supervision of the Executive Director. Manage complex electronic calendars to commit executives to action, determine priorities, and resolve scheduling conflicts to keep calendars manageable. Screen and prioritize visitors and incoming phone calls, communicate tactfully and diplomatically with diverse groups of individuals. Coordinate and schedule meetings with departmental staff, faculty, university officers, administrators, constituent groups, Deans, Vice Chancellors, students, prospective students, individuals from other campuses, the Office of the President, and the general public. Research and collect, prepare and/or revise relevant information and materials to ensure directors are properly briefed and prepared. Provide analytical support. Initiate follow-up actions and draft correspondence. Maintain confidentiality and discretion in all areas. Make travel arrangements and prepare travel reports. Assure follow-up to facilitate Directors' communications and actions, supporting various administrative committees and meetings convened by the Directors. Use analytical skills to process financial transactions in compliance with university policies. Provide general office administrative support.

Apply By Date: January 2, 2025

Minimum Qualifications - For full consideration, applicants are encouraged to upload license and/or certification if required of the position

• Experience providing complex administrative and clerical support functions at an executive level, and working in an executive office environment that requires interpersonal and communication skills to create and maintain professional collaborative working relationships with an acute understanding of customer service and business processes. Professional experience and political acumen to handle sensitive or difficult situations diplomatically, to represent high level executives with tact and discretion, and to work effectively and sensitively with constituents from diverse cultural backgrounds and perspectives.
• Experience making complex travel arrangements, including coordinating domestic and international travel arrangements and itineraries. Experience managing dynamic electronic calendars, and scheduling and coordinating large, complex meetings and events.
• Experience analyzing and extracting complex information to determine level and scope of impact, evaluate risks/consequences, develop creative solutions, act expeditiously, and to understand the factors associated with decision-making in a high-level executive office.
• Experience managing projects in a fast-paced environment with competing demands, and skill to be flexible and adaptable to many environments, directions and duties as changing needs dictate.
• Computer experience to utilize various programs and software for word processing, spreadsheets, database programs, email, PowerPoint, the internet, and student information systems to accomplish assignments.
• Organizational and time management skills to establish goals, set priorities and manage deadlines; to multi-task and set priorities.
• Writing, editing and proofreading skills to produce correspondence and other written materials that reflect the high standards and professionalism of an executive office.

Preferred Qualifications

• Experience with PrePurchasing and AggieTravel programs.
• Experience working in a higher education environment, familiarity with higher education goals and terminology.
• Experience with coordinating meeting and event logistics.
• Familiarity with UC system-wide and campus-wide offices, administrative contacts, campus structure and resources.
• Knowledge of and skill to interpret and apply UC and campus policies and procedures.

Key Responsibilities

• 75% - Executive Support
• 20% - Department Support
• 5% - Divisional Support

Department Overview

Enrollment Management is a large and complex unit engaged in recruitment, retention, and graduation of undergraduate and transfer students. EM staff personnel management is dynamic, complex and multifaceted. The division is composed of 5 units, has approx. 160 full-time equivalent employees in career, contract, limited term and casual positions. This position is a part of the Vice Provost of Enrollment Management office, Administrative and Operations team and is physically in Undergraduate Admissions office.

POSITION INFORMATION

• Salary or Pay Range: $ 28.49 - $ 40.83/hr. (Department budgeted salary range: $28.49/hr. - $ 31.92/hr. Commensurate with experience.)
• Salary Frequency: Bi-Weekly
• Salary Grade: 108
• UC Job Title: BLANK AST 3
• Number of Positions: 1
• Appointment Type: Career
• Percentage of Time: 100%
• Shift Hours: M-F, 8am-5pm
• Location: Davis, CA
• Union Representation: Yes - CX
• Benefits Eligible: Yes
• This position is hybrid (mix of on-site and remote work)

Benefits

Outstanding benefits and perks are among the many rewards of working for the University of California. UC Davis offers a full range of benefits, resources and programs to help you bring your best self to work, as well as to help you and your family achieve your health, wellness, financial and career goals. Learn more about the benefits below and eligibility rules by visiting either our handy Benefits Summary for UC Davis Health Employees or Benefits Summary for UC Davis Employees and our Benefits Page.

If you are represented by a union, benefits are negotiated between the University of California (UC) and your union and finalized in a contract. Read your bargaining unit's employment contract, stay abreast of current negotiations and learn about collective bargaining at UC: https://ucnet.universityofcalifornia.edu/labor/bargaining-units/index.html

* High quality and low-cost medical plans to choose from to fit your family's needs
* UC pays for Dental and Vision insurance premiums for you and your family
* Extensive leave benefits including Pregnancy and Parental Leave, Family & Medical Leave
* Paid Holidays annually as stipulated in the UC Davis Health Policies or Collective Bargaining Agreement
* Paid Time Off/Vacation/Sick Time as stipulated in the UC Davis Health Policies or Collective Bargaining Agreement
* Continuing Education (CE) allowance and Education Reimbursement Program as stipulated in the UC Davis Health Policies or Collective Bargaining Agreement
* Access to free professional development courses and learning opportunities for personal and professional growth
* WorkLife and Wellness programs and resources
* On-site Employee Assistance Program including access to free mental health services
* Supplemental insurance offered including additional life, short/long term disability, pet insurance and legal coverage
* Public Service Loan Forgiveness (PSFL) Qualified Employer & Student Loan Repayment Assistance Program for qualified roles
* Retirement benefit options for eligible roles including Pension and other Retirement Saving Plans. More information on our retirement benefits can be found here
* UC Davis cares about building a community, which is why we provide resources to enhance diversity, equity and inclusion as well as Employee Resource Groups (ERGs) to support our staff

Physical Demands

• Standing - Occasional Up to 3 Hours
• Walking - Occasional Up to 3 Hours
• Sitting - Frequent 3 to 6 Hours
• Lifting/Carrying 0-25 Lbs - Occasional Up to 3 Hours
• Pushing/Pulling 0-25 Lbs - Occasional Up to 3 Hours
• Pushing/Pulling 26-50 lbs - Occasional Up to 3 Hours
• Bending/Stooping - Occasional Up to 3 Hours
• Squatting/Kneeling - Occasional Up to 3 Hours
• Twisting - Occasional Up to 3 Hours
• Reaching overhead - Occasional Up to 3 Hours
• Keyboard use/repetitive motion - Frequent 3 to 6 Hours

Mental Demands

• Sustained attention and concentration - Frequent 3 to 6 Hours
• Complex problem solving/reasoning - Occasional Up to 3 Hours
• Ability to organize & prioritize - Frequent 3 to 6 Hours
• Communication skills - Frequent 3 to 6 Hours
• Numerical skills - Occasional Up to 3 Hours
• Constant Interaction - Frequent 3 to 6 Hours
• Customer/Patient Contact - Frequent 3 to 6 Hours
• Multiple Concurrent Tasks - Frequent 3 to 6 Hours

Work Environment

UC Davis is a smoke and tobacco free campus effective January 1, 2014. Smoking, the use of smokeless tobacco products, and the use of unregulated nicotine products (e-cigarettes) will be strictly prohibited on any UC Davis owned or leased property, indoors and outdoors, including parking lots and residential space.

Work flexible hours, including occasional evenings and weekends to meet operational needs. Limited vacation usage during peak workload periods such as project deadlines. Work in a high traffic area with frequent interruptions and conflicting priorities while maintaining composure and professionalism at all times.

Special Requirements - Please contact your recruiter with questions regarding which activities apply by position

• This is a critical position, as defined by UC policy and local procedures, and as such, employment is contingent upon successful completion of background check(s), including but not limited to criminal record history background check(s)
• This position is designated as a mandated reporter under CANRA and UC policy, and employment is contingent on compliance with applicable policies, procedures and training requirements

Misconduct Disclosure Requirement: As a condition of employment, the final candidate who accepts a conditional offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; received notice of any allegations or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer.

Diversity, Equity, Inclusion and Belonging

At UC Davis, we're solving life's most urgent challenges to bring a fuller, healthier, and more resilient world within reach. We grow from every challenge we take on and we don't just maintain - we improve. We recognize that creating an inclusive and intellectually vibrant organization means understanding and valuing both our individual differences and our common ground. The most comprehensive solutions come from the most diverse minds and you belong here. As you consider joining UC Davis, please explore our Principles of Community, our Clinical Strategic Plan and strategic vision for research and education, and our latest efforts to outgrow the expected. The University of California, Davis 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

Because we want you to be seen, our recruiting process at UC Davis fosters authenticity, diversity, and inclusion. Studies have shown that some people may not apply to jobs unless they meet every single qualification. Each unique role at UC Davis has a set of requirements and you could be perfect for this role, or you could be perfect for the next role! Don't meet all the requirements? We still encourage you to apply! #YouBelongHere

To learn more about our background check program, please visit: https://hr.ucdavis.edu/departments/recruitment/ucd/selection/background-checks