Executive Assistant/Administrative Support (BLANK AST 3)

Under supervision, independently provide executive-level support to the CLTC Director and the Business Operations Manager. Maintain complex administrative calendars involving teaching, visitors and travel; and make extensive travel arrangements. Coordinate events hosted by the Center ensuring room and equipment availability and set up and catering. Act as first point of contact for the CLTC visitors, often high-ranking officials in organizations that provide funding to the Center. Process visa applications and renewals. Process travel and entertainment reimbursements for the Center using the online MyTravel system. Perform all purchasing actions for the department.

Apply By Date

August 21, 2023 at 11:59pm

Qualifications

Minimum Qualifications

For full consideration, applicants are encouraged to upload license, certification and/or educational degree if required of the position.

• Experience providing administrative support to high level executives including coordinating busy schedules, managing complex administrative calendars, planning and coordinating events including registration, travel arrangements and catering.
• Experience using Outlook for email and scheduling, word processing, database spreadsheets and web-based software.
• Organizational and time management skills to organize and manage time efficiently; and to anticipate/identify problems and resolve them independently and expeditiously.
• Interpersonal, oral and written communication skills.

Preferred Qualifications

• Experience organizing high-level events.
• Experience with purchasing, travel accounting and/or other business office functions.
• Knowledge of University policies and procedures.

Key Responsibilities

• 50% - EXECUTIVE SUPPORT
• 25% - EVENT PLANNING
• 20% - FUNCTION TRAVEL REIMBURSEMENT/PURCHASING/OTHER ACCOUNTING
• 5% - OTHER

Position Information

• Salary or Pay Range: $28.49/hr. - $40.83/hr.
• Salary Frequency: Biweekly
• Salary Grade: 108
• UC Job Title: BLANK AST 3
• Number of Positions: 1
• Appointment Type: Career
• Percentage of Time: 100%
• Shift Hours: Manager will advise
• Location: Davis, CA
• Union Representation: Yes - CX
• Benefits Eligible: Yes
• Hybrid/Remote/On-Site: On-Site

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 and eligibility rules by visiting 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
• For eligible roles, 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 Policies or Collective Bargaining Agreement
• Paid Time Off/Vacation/Sick Time as stipulated in the UC Davis Policies or Collective Bargaining Agreement
• Continuing Education (CE) allowance and Education Reimbursement Program as stipulated in the UC Davis 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

• Lifting Requirements - Up to 50 Pounds (Medium) - occasionally; Maneuver and transport event materials and small equipment boxes weighing up to 50 lbs.
• Equipment Used to Perform the Duties - Computer and Peripheral Equipment - constantly; Use a computer for extended periods of time.

Work Environment

• Work occasional overtime including nights and weekends.
• Work in a demanding environment with multiple deadlines, frequent interruptions and noise from competing activities.
• The Smoke and Tobacco Free Environment policy is intended to provide a healthier, safer, and more productive work and learning environment for the entire UC community. The University of California prohibits smoking and tobacco use at all University owned or leased properties, or facilities operated by UC staff or faculty. Smoking and tobacco use are strictly prohibited in indoor and outdoor spaces, parking lots, residential space, and University vehicles. https://ucdavispolicy.ellucid.com/documents/view/271

Special Requirements

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)

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