Requisition Number: 03024738 Final Filing Date: 09-18-2019 Closing Date: Payroll Title: EXEC AST 3 Number of Positions: 1 Salary: $4,116.67 - $8,266.67/ mo. Appointment Type: Career Appointment Description: 100%, M - F, Hours: 8:00 a.m. - 5:00 p.m. Overtime Eligible (FLSA): Exempt Union/HEERA Representation: This position is not represented by a collective bargaining unit
Department: L&S DEANS OFC - ADMIN - 040000 Department Description:
Location: Davis Allow Applicants to Attach: Resume Cover Letter References
Job Summary: Under general direction of the Dean and Executive Assistant Dean (EAD), manage the daily administrative activities for the dean and EAD. Provide high-level principal administrative and project management support and analysis for diverse and fast-paced deliverables related to the role of the dean and EAD.
Responsible for scheduling meetings, appointments, telephone and conference calls; evaluating meeting requirements, research and prepare background materials; and providing daily executive briefings to the dean and EAD in preparation for commitments.
Respond to a wide variety of inquiries and issues from faculty, staff, students and the public on behalf of the dean and EAD, including those highly sensitive in nature. Provide leadership and direction for ensuring comprehensive coordination of the dean's travel.
Work closely with key executives and staff in coordinating inter-related requirements of meetings, events and travel. Perform a variety of analytical and public relations tasks in support of the day-to-day operations and special projects. Provide executive meeting support on behalf of the dean, EAD, and other administrators. Coordinate, plan and prepare meeting notes for committees, advisory boards, and task forces.
Represent the dean and EAD to faculty, staff and students at UC Davis, administrators at UC Campuses, UC Office of the President and other colleges and universities to manage and accomplish the work of the dean and EAD.
Physical Demands: Sit at computer for extended periods of time.
Work Environment: Work in an area where there is traffic and noise from office machines, telephones, and conversations.
Work flexible schedule including evenings and weekends to meet business needs.
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.
Background Check Required: Yes
Minimum Qualifications: Experience performing executive administrative functions and managing projects for a senior manager in an executive-level office in a fast-paced environment with competing demands.
Experience managing dynamic electronic calendars, and scheduling and coordinating large, complex meetings and special events.
High level writing, editing, and proofreading skills, with strict attention to grammar, spelling and punctuation, to produce correspondence and other written materials that reflect the high standards and professionalism of an executive office.
Organizational, analytical, planning and problem-solving skills to effectively manage the Dean's work flow to maximize working efficiency and effectiveness.
Interpersonal and professional business communication skills to communicate diplomatically with faculty, staff, students, legislators, alumni and donors, senior administrators, representatives from other institutions, and members of the public at all levels.
Experience working with complex information, determining level and scope of impact, identifying risks, evaluating a range of approaches and developing solutions within the context of priorities, time constraints, and available resources.
Professional experience and political acumen to handle sensitive or difficult situations diplomatically including skills to represent high level executives with tact and discretion, and to work effectively and sensitively with constituents from diverse cultural backgrounds and perspectives.
Computer skills to operate the following: Microsoft Word, Outlook, Excel, PowerPoint, World Wide Web, e-mail instant messaging programs, social media, and scheduling programs, databases, spreadsheets, graphics, mail merges, and desktop publishing.
Teamwork skills to facilitate positive interactions and workflow with other executive level offices and staff within the college and university.
Skills to take appropriate initiative and prioritize work while managing a heavy workload, overlapping activities, conflicting priorities, and establishing processes in a new executive's office.
Preferred Qualifications: Analytical and evaluative skills to research and assess data, identify problems, generate alternatives and recommend /implement course of action in addressing a variety of complex issues.
Knowledge of the relative roles of faculty, staff and administrators, and the protocols for communications and interactions between these parties in the university environment.
Associate or bachelor's degree preferred, or equivalent combination of education and experience.
The University of California is an Equal Opportunity/Affirmative Action Employer advancing inclusive excellence. 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 categories covered by the UC nondiscrimination policy.
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UC Davis is the home of the Aggies — go-getters, change makers and problem solvers who make their mark at one of the top public universities in the United States. Since we first opened in 1908, we’ve been known for standout academics, sustainability and Aggie Pride as well as valuing the Northern California lifestyle. These themes are woven into our 100-plus-year history and our reputation for solving problems related to food, health, the environment and society.Our 5,300-acre campus is in the city of Davis, a vibrant college town of about 68,000 located in Yolo County. The state capital is 20 minutes away, and world-class destinations such as the San Francisco Bay Area, Lake Tahoe and the Napa Valley are within a two-hour drive.