Under general supervision of the Executive Director of the HR Shared Services Organization, provides direct administrative support to the Executive Director and some administrative support to the rest of the SSO management team. Manages complex administrative calendars, prepares and/or revises a wide variety of materials (both electronic and paper based) makes travel arrangements and facilitates meeting set-up (both in-person and remote). Assures follow-up to facilitate Executive Director's communications and actions, supporting various committees and meetings convened by the leads. Provides assistance to directors across their major scopes of responsibility; coordinates the flow of information and manages projects. Exercises judgment and discretion in handling sensitive, confidential issues. Provides analytical support to Executive Director and managers in office by collecting data, developing and populating spreadsheets, analyzing complex data sets, and maintaining office-developed data bases.Apply By Date : December 17, 2024 Minimum Qualifications For full consideration, applicants are encouraged to upload license and/or certification if required of the position
- High School diploma or equivalent experience.
- Experience in an executive level and customer-oriented office environment providing administrative support to a broad variety of professional disciplines. Experience managing complex electronic calendars and schedules.
- Experience using advanced features of computer applications to create and manipulate documents using software such as Microsoft products, including Outlook, Work, Excel, PowerPoint, etc.
- Experience writing, editing, and proofreading documents to produce correspondence quickly using proper grammar, style, and format with attention to detail and high degree of accuracy.
- Written communication skills to develop memos, letters, procedures, reports, etc. Oral communication and interpersonal skills to handle sensitive or difficult situations diplomatically and to work with constituents from diverse backgrounds and perspectives.
- Problem solving skills, resourcefulness, independent judgment and discretion to gather information, analyze data and develop meaningful solutions.
- Organizational skills to achieve timely progress on multiple simultaneous complex projects and maintain a high level of productivity.
Preferred Qualifications
- Knowledge of UC policies and procedures as well as campus policies and systems. Skill to develop creative solutions to general problems, attempt unfamiliar projects/assignments and respond with flexibility to requests for assistance.
Key Responsibilities
- 65% - Executive Administrative Support
- 30% - Analytical Support
- 5% - Special Projects/Other Duties As Assigned
Department Overview The Shared Services Organization (SSO) provides administrative support functions for both UC Davis and UC Davis Health in Human Resources, Leaves of Absence, Records, and Payroll administration. The SSO is one of four Service Delivery Channels providing support to campus employees (~22,000) and departments (~450). SSO clients include staff, students, some academics and managers/supervisors of these units.POSITION INFORMATION
- Salary or Pay Range: $ 28.49 - $ 40.83 /hr.
- Salary Frequency: Bi-Weekly
- Salary Grade: 108
- UC Job Title: BLANK AST 3
- Number of Positions: 1
- Appointment Type: Career
- Percentage of Time: 100 %
- Shift Hours: Mon-Fri 8-5
- Location: Davis, CA
- Union Representation: Yes - CX
- 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.Limited vacation usage during peak workload periods. Work in a high-traffic area with multiple interruptions. Employee is personally responsible for following safety procedures/guidelines.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 . To learn more about our background check program, visit:
- 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
- UC Davis Campus Careers
- Sign In
- New User