Administrative Assistant 3 Davis, CA, Job ID 81285

Administrative Assistant 3 Davis, CA, Job ID

81285

University of California Agriculture and Natural

Resources

Job Description

Position Summary :

The Administrative Assistant (AA) is responsible for

providing administrative support to the Vice Provost of Academic

Personnel and Development and the Vice Provost for Research and

Program Integration. This position involves handling a mix of

generalized and specialized clerical and administrative tasks,

projects, and other duties as assigned. The work is varied and

complex, and the role often calls for adapting procedures,

techniques, and tools to meet the unique needs of both leaders. The

Administrative Assistant may take on broad or focused assignments

with general supervision, performing projects and assignments that

require a high level of independence and initiative in execution

and implementation. The AA relies on experience and judgement to

effectively plan and execute tasks while ensuring seamless support

for the Vice Provosts.

This position is a career

appointment that is 100% fixed.

The home department is

the Office of the Vice Provost Academic Personnel and Development.

While this position normally is based in Davis, CA, this position

is eligible for hybrid flexible work arrangements for applicants

living in the State of California at this time. Please note that

hybrid flexible work arrangements are subject to change by the

University.

Pay Scale : $29.40 / hour to $35.32 / hour

Job Posting Close Date :

This job is open

until filled. The first application review date will be 10 / 7 / 2025.

Key Responsibilities :

45%

Calendaring, Logistics & Travel Support

Manage the Vice Provosts' calendars, actively maintaining

an understanding of their priorities to effectively triage

requests.

Coordinate meetings,

events, webinars, etc. proactively and as requested. This includes

scheduling recurring meetings like annual performance evaluations,

regular one-on-one meetings, and other regular gatherings.

Partner with events management team

to ensure that event details are scheduled, communicated,

coordinated and well executed.

Coordinate travel arrangements for the Vice Provosts, including

proactively planning travel, booking flights, rental cars, hotels,

conference registration, etc., including for complex national

travel and travel within state, often to remote locations, adhering

to UC policy.

Process travel

reports and reimbursements for Vice Provosts in a timely and

efficient manner, adhering to UC policy.

35%

General Administrative Support

Provide administrative

• support to the two Vice Provosts (roughly equal time to each);

scheduling team time to assess workload and priorities.

Prepare meeting materials in

advance (e.g., find and attach relevant documents, registration,

agenda downloads, etc.).

Gather

data, policies, and other background information, including related

analyses, as needed.

Complete

special projects as assigned.

Respond promptly to requests and inquiries on behalf of the Vice

Provosts.

Order office supplies and

other supplies as needed.

Prepare,

edit, and proofread correspondence on behalf of the Vice Provosts.

Handle sensitive issues with

discretion and an understanding of political acumen.

Prioritize tasks while adhering to

established protocols and ensuring compliance with complex

procedures, practices and policies.

Provide support for projects within the Vice Provosts offices and

occasionally within the Associate Vice President's office.

Attend meetings as requested to

capture and distribute meeting notes.

10%

Committee Staffing & Support

Provide staffing and

support to the Second Street Space and Operations Committee,

including maintaining the space map and list of assigned spaces.

Provide staffing and support to Ad

Hoc and other committees as assigned.

10%

Other

Miscellaneous duties as assigned.

Requirements :

High school diploma or

equivalent experience.

Experience in a

high-level administrative assistant role performing a range of

support functions including proficiency with PC, experience with

Microsoft Office suite, managing calendars and scheduling

appointments, planning and booking travel and other logistical

arrangements, writing, drafting, editing, and formatting

correspondence.

Demonstrated ability to work

independently and proactively to follow through on assignments and

achieve results with minimal supervision. Demonstrated ability and

willingness to work collaboratively and cooperatively as part of a

team. Ability to respond effectively, and in a timely and

professional manner, to questions and / or requests for assistance.

Organizational skills to prioritize and

manage a heavy workload, as well as complete multiple, complex

projects in an accurate and timely manner under pressure of

deadlines; ability to handle interruptions / changes without impact

on productivity. Demonstrated ability to multi-task with demanding

timeframes, and to work efficiently in a fast- paced environment.

Interpersonal skills and public service

orientation including tact, poise, and diplomacy to establish and

maintain positive working relationships with management and staff

in a large multifaceted organization. Political acumen and

sensitivity to differing perspectives and political circumstances.

Ability to maintain a high degree of discretion when working with

confidential and sensitive information.

Required skill to communicate effectively with all levels of staff,

faculty, alumni / donors, students and external constituencies. Solid

verbal skills as demonstrated by the ability to gather and

articulate ideas, thoughts, and information in a logical manner and

sequence. Active listening skills to ensure that important points

are noted and clearly communicated.

Meticulous attention to detail as demonstrated by regularly

verifying work to ensure accuracy. Proven skill in establishing and

maintaining accurate and orderly electronic and paper record

management systems.

Preferred Skills :

Associate degree in related area and

/ or equivalent experience / training.

Familiarity with the University of California processes, protocols

and procedures, and knowledge of UC ANR.

Ability to edit and proofread a large volume of sensitive materials

according to specific formats and protocols. Ability to use clear

and concise expression in composing correspondence and other

documents applying appropriate language, grammar, punctuation, and

business style.

Demonstrated ability to

acquire understanding of complex programs, goals and objectives,

internal structures, practices and procedures. Demonstrated ability

to acquire knowledge of general types of duties each department is

responsible for handling to correctly field incoming calls from

various constituent groups, especially from those external to UC.

Special Conditions of Employment :

Must possess valid California

Driver's License to drive a County or University vehicle.

Ability and means to travel on a flexible schedule as needed, proof

of liability damage insurance on vehicle used is required.

Reimbursement of job-related travel will be reimbursed according to

University policies.

The University reserves

the right to make employment contingent upon successful completion

of the background check. This is a designated position requiring a

background check and may require fingerprinting due to the nature

of the job responsibilities. UC ANR does hire people with

conviction histories and reviews information received in the

context of the job responsibilities.

As of January 1, 2014, ANR is a

smoke- and tobacco-free environment in which smoking, the use of

smokeless tobacco products, and the use of unregulated nicotine

products (e-cigarettes), is strictly prohibited.

As a condition of employment, you will be

required to comply with the University of California Policy on

Vaccination Programs, as may be amended or revised from time to

time. Federal, state, or local public health directives may impose

additional 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. "Misconduct" means any

violation of the policies or laws governing conduct at the

applicant's previous place of employment, including, but

not limited to, violations of policies or laws prohibiting sexual

harassment, sexual assault, or other forms of harassment,

discrimination, dishonesty, or unethical conduct, as defined by the

employer. For reference, below are UC's policies addressing

some forms of misconduct :

UC Sexual Violence and Sexual

Harassment Policy

UC Anti-Discrimination Policy

Abusive Conduct in the Workplace

To apply,

please visit :

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