#CA-DCUnder the direct supervision of the Administrative Supervisor 2, the incumbent(s) provides high-level administrative support as a member of the Dean's Office Executive Support Team, engaging with the group in supporting the executive leadership officers. Each team member will have a primary executive leadership assignment, while serving as backup to other members as needed. The Dean's Office Executive Leadership includes, but is not limited to the Dean, Chief of Staff, Vice Dean for Research, Executive Assistant Dean, and other leadership executives as assigned. The incumbent is expected to utilize initiative, judgment, and discretion in researching, analyzing and compiling necessary background information in the management and response to a wide variety of complex issues. As principal support to the executive leaders, the incumbent responds through verbal and/or written communication to a wide variety of inquiries through interactions with faculty, staff, trainees, students, the public and the highest levels of Health System, Campus and University administration, including the Office of the President and the Chancellor's Office; manages complex electronic calendars of the executive, independently committing each to action, determining priorities of meetings and resolving scheduling conflicts; provides support for meetings and travel. The incumbent is expected to utilize initiative, judgment, and discretion in researching, analyzing and compiling necessary background information to assist management in responding to a wide variety of complex issues; researches issues and initiates an array of correspondence on behalf of the executive and/or senior manager; independently assumes responsibility for issues that do not require the executive leadership involvement; applying problem-solving techniques to resolve various situations, and provides referrals to appropriate offices and authorities; must be familiar with UC policies and procedures to review all forms which require approval of the executive leadership.Apply By Date: 1/12/2025 by 11:59pm Minimum Qualifications - For full consideration, applicants are encouraged to upload license and/or certification if required of the position.
- Bachelor's degree in a related field or discipline and/or equivalent training and relevant work experience.
- Experience providing support to advisory councils and special committees and/or executive leadership and senior managers in an executive-level office within an academic or similar environment.
- Experience scheduling, coordinating and managing multiple and complex electronic calendars, meetings, projects and events with skill to reason and discern priorities when determining executive action.
- Experience using Microsoft Office suite, including calendaring using Outlook.
- Proven strong political acumen and ability to successfully operate within a diverse, complex organization. Proven ability to apply high ethical standards to business practices and decision making in order to ensure University policies and procedures are thoroughly communicated to provide context to leadership in the decision-making process.
- Demonstrated ability to work with senior officials and executives from within and outside the University, and ability to think strategically and serve as a sounding board.
- Demonstrated ability to work as a member of a team.
- Analytical skills to anticipate/identify problems, to research and interpret data, to present analysis, and to develop solutions for resolution and implementation.
- Experience establishing goals and workload priorities and organizing and coordinating multiple complex projects with competing deadlines.
- Strong writing skills and experience writing, editing, and proofreading documents to respond on behalf of senior level executives quickly and accurately using proper grammar, style and format, often in the voice of the Dean.
- Excellent attention-to-detail and organizational skills in all areas of work.
- Proven ability to handle highly sensitive and confidential issues that require independent judgment and discretion, maintaining strict confidentiality of sensitive, confidential and/or privileged information.
- Experience using interpersonal, customer service and communication skills to interact and communicate in-person, over the phone, through electronic e-mail, etc., and to positively represent the Dean's office to all guests, visitors and university personnel.
- Computer skills to apply various programs (word processing, spreadsheets, databases, presentation software, etc.) to accomplish daily work and perform website maintenance.
- Professional skills to handle sensitive or difficult situations diplomatically, and to work with constituents from diverse backgrounds and perspectives.
- Ability to support virtual meetings effectively and efficiently. Including knowing how to access, set up, troubleshoot, and optimize the features and functions of online platforms such as Zoom, Webex, Teams, etc.
Preferred Qualifications
- Experience exercising political acumen and sensitivity to different perspectives and political circumstances throughout all levels of the campus as well as the Office of the President and external high-level constituencies.
- Experience supporting senior managers in an executive-level office within an academic or similar environment.
- Experience with UCDH automated systems, such as Microsoft Outlook, Microsoft Teams, AggieTravel, Aggie Enterprise, My Info Vault (MIV) and Ecotime.
- Working knowledge of the operation and long-range goals and policies of UC Davis and UC Davis Health
- Thorough understanding of the mission of UC Davis Health and the sensitive nature of the School of Medicine Dean's Office.
- Knowledge of campus-wide offices, services and contacts, and campus policies and procedures to interpret inquiries and requests to formulate appropriate action or response.
Key Responsibilities
- 80% - Executive Support Team
- 20% - Logistical Administration
Department Overview The UC Davis School of Medicine is one of the nation's top research, academic and medical training institutions, with more than 3,100 faculty and staff, 460 students, and 818 trainees in graduate medical education. The School of Medicine Dean's Office is the central office that oversees and leads the School, a critical part of the University of California as well as the U.C. Davis Medical Center. The Deans Office has programmatic, managerial and fiscal responsibilities that encompasses Education, Research and extend to support the strategy of the clinical enterprise.POSITION INFORMATION
- Salary or Pay Range: $ 29.69 - $ 52.20
- Salary Frequency: Hourly
- Salary Grade: 155
- UC Job Title: EXEC AST 3 CX
- UC Job Code: 004702
- Number of Positions: 1
- Appointment Type: Staff: Career
- Percentage of Time: 100 %
- Shift Hours: Day
- Location: Education Building (HSP033)
- 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: 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 staffPhysical 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 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: For the University of California's Anti-Discrimination Policy, please visit: 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! #YouBelongHereTo learn more about our background check program, please visit: Apply for Job
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