Executive Assistant

This position will be responsible for providing executive support to department leadership, both to the Director and the Associate Director. Maintain the center's master calendar (standing meetings, seminars, deadlines, events, reporting cycles). Add all speakers to the center leadership calendars. Proactively manage calendars for the Director and Associate Director, including prioritization, scheduling strategy, and resolving conflicts. Coordinate leadership meetings end-to-end: agendas, pre-reads, Zoom/room logistics, attendee coordination, notes, and action-item follow-up. Draft, proofread, and route correspondence and routine communications on behalf of leadership. Maintain highly organized digital records for leadership (templates, key decisions, correspondence, reports, and meeting archives). Serve as a professional front door for the Center: triage inquiries, route requests, and ensure timely responses. This position will also be responsible for center operations and coordination. A core responsibility for this position will be finance, purchasing, travel, and reimbursement, among other administrative responsibilities.

Apply By Date: 5/31/2026 by 11:59pm

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

• Demonstrated experience providing administrative, operational, communications, or executive support in a professional office, academic, healthcare, research, or data science environment.
• Experience coordinating complex calendars, meetings, travel arrangements, reimbursements, and event logistics while managing multiple competing priorities.
• Experience common office software and collaboration tools including Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams), virtual meeting platforms, and basic website or social media content management.
• Experience coordinating website updates, social media content calendars, analytics tracking, or digital communications campaigns.
• Experience supporting communications infrastructure initiatives including website content coordination, social media scheduling, publication tracking, event communications, and development of recurring communications workflows.
• Experience monitoring publications in PubMed, grants, faculty activities, or organizational visibility metrics and organizing information into reports, summaries, dashboards, or leadership briefings.
• Experience supporting events, seminars, meetings, or visitor coordination, including scheduling, communications, logistics, promotional materials, and follow-up.
• Experience processing or coordinating travel, purchasing, reimbursements, or related administrative transactions.
• Strong organizational, analytical, and problem-solving skills with the ability to independently prioritize tasks and meet demanding deadlines.
• Strong written and verbal communication skills with the ability to interact professionally and effectively with faculty, staff, students, leadership, patients/clients, and external partners.
• Demonstrated ability to maintain confidentiality, exercise discretion, and handle sensitive information in compliance with organizational policies and procedures.
• Ability to work independently and collaboratively in a fast-paced, team-oriented environment.

Preferred Qualifications

• Bachelor of Science degree in physiology, biology, biochemistry, data science, or other biological sciences or similar background is helpful
• Experience supporting communications, branding, or visibility initiatives within an academic, healthcare, research, or data science organization.
• Experience developing communication templates, faculty profiles, newsletters, event promotions, or leadership briefing materials.
• Experience working in a healthcare, higher education, research, or academic environment.
• Experience coordinating hybrid and virtual meetings and events.
• Familiarity with data tracking, reporting tools, or basic data analysis platforms.
• Knowledge of HIPAA/privacy compliance and handling confidential records.
• Familiarity with publication databases such as PubMed, Google Scholar, ORCID, or NIH funding announcements and reporting.
• Familiarity with UC Davis or University of California administrative systems, policies, and procedures.

Key Responsibilities

• 30% - Executive Leadership Support and Administrative Operations
• 20% - Communications, Branding, and Faculty Visibility
• 15% - Research Visibility, Publications, and Reporting Infrastructure
• 15% - Finance, Purchasing, Travel and Reimbursement
• 10% - Seminars, Events, and Visitor Coordination
• 10% - Website, Digital Content, and Communications Infrastructure

Department Overview

The Center for Precision Medicine and Data Sciences convenes diverse research teams to tackle today's healthcare challenges in data science, clinical care, nutrition and more.

Department Specific Job Scope

Key Success Metrics

1. Executive leadership support responsiveness:
   Meeting requests acknowledged within 1 business day; leadership meetings confirmed with agendas, materials, and Zoom/room logistics at least 24 hours in advance; calendar conflicts proactively minimized and priority meetings protected.
2. Operational coordination and workflow management:
   Action items, operational updates, and leadership briefing materials distributed within established timelines; recurring workflows, directories, and tracking systems maintained accurately and consistently.
3. Communications and branding consistency:
   Social media posts, announcements, newsletters, faculty spotlights, and promotional materials distributed on established communication cadence; materials are accurate, on-brand, proofed, and aligned with Center messaging priorities.
4. Research visibility and publication monitoring:
   Weekly monitoring of publications, grants, and funding announcements completed; publication amplification and faculty visibility activities tracked and updated regularly; quarterly visibility reporting metrics maintained and delivered on schedule.
5. Website and digital communications management:
   Website updates posted within 5 business days of approved content receipt; personnel, event, and research pages reviewed regularly for accuracy; broken links and outdated content corrected promptly; digital content calendars maintained consistently.
6. Finance, purchasing, travel, and reimbursements timeliness:
   Travel arrangements completed with required documentation; reimbursements submitted within 5 business days of receipt collection; purchasing requests initiated promptly and tracked through completion with timely issue escalation.
7. Seminar, event, and visitor program execution:
   Event logistics checklists completed on schedule; speaker and visitor communications sent within established timelines; seminars and events executed with minimal disruptions; post-event follow-up and archival materials completed within 2 business days.
8. Analytics, reporting, and strategic visibility tracking:
   Website, social media, publication, and engagement metrics monitored regularly; dashboards and visibility summaries updated on schedule; benchmarking and reporting activities support leadership decision-making and strategic planning.
9. Stakeholder satisfaction and process improvement:
   Positive feedback from leadership, faculty, staff, affiliates, and external partners; operational issues resolved professionally and efficiently; recurring pain points reduced through process improvements and proactive coordination.

POSITION INFORMATION

• Salary or Pay Range: $29.40 - $42.14
• Salary Frequency: Hourly
• Salary Grade: 108
• UC Job Title: BLANK AST 3
• UC Job Code: 004722
• Number of Positions: 1
• Appointment Type: Staff: Career
• Percentage of Time: 100%
• Shift (Work Schedule): M-F 8am - 5pm
• Location: Tupper (TUPPERHAL)
• Union Representation: CX-Clerical/Admin
• 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

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
• 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.

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 clearing a criminal background check(s) and may include drug screening, medical evaluation clearance and functional capacity assessment
• 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.

A Culture of Opportunity and Belonging

At UC Davis, we're committed to solving life's most urgent challenges and building a healthier, more resilient world. We believe in growing through every challenge, continually striving to improve, and welcoming new perspectives that strengthen our community. We recognize that a vibrant and innovative organization values both individual strengths and shared purpose. The best ideas often emerge when people with different experiences come together.

As you consider joining UC Davis, we invite you to explore our Principles of Community, our Clinical Strategic Plan and strategic vision for research and education. We believe you belong here. The University of California, Davis is an Equal Opportunity Employer. All qualified applicants will be considered for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age or protected veteran status.

To view the University of California's Anti-Discrimination Policy, please visit: https://policy.ucop.edu/doc/1001004/Anti-Discrimination

Because we want you to feel seen and valued, our recruitment process at UC Davis supports openness and authenticity. Research shows that some individuals hesitate to apply unless they meet every qualification. You may be an excellent fit for this role-or the next one. We encourage you to apply even if your experience doesn't match every listed requirement. #YouBelongHere

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