Executive Assistant to the ULVP (EXEC AST 3 CX)

Job Summary Under general supervision of the University Librarian and Vice Provost of Digital Scholarship (UL), provide executive administrative assistance and serve as a team member to support the daily administrative activities of the UL’s Office. Independently assess and respond to a wide variety of inquiries and issues from staff, students, and the public on behalf of the UL, including those highly sensitive in nature or with campuswide or systemwide impact. Manage information and act as liaison to special task forces, panels, and committees. Apprise the UL of critical and important issues. Manage the UL’s complex calendar by understanding the UL’s commitments and responsibilities to prioritize activities, allotting appropriate time for meetings and projects according to urgency and need. Coordinate meetings, events, and travel, working closely with various Library colleagues, campus departments, UC systemwide groups, advisory boards, committees, and donors. Partner in the development and implementation of efficient and effective systems for managing information, projects, and communications to ensure accurate and timely responses on behalf of the UL. Provide high‑level administrative and project management support and analysis for diverse and fast‑paced deliverables related to the role of the UL. Track action items and deliverables and provide briefings to the UL on the status of issues and impending deadlines. Maintain confidentiality of issues and materials reviewed, including those related to academic merit reviews. Exercise a high level of discretion and judgment in communicating effectively with all internal and external parties, to manage and accomplish the work of the UL. Key Responsibilities 45% – Executive Support 45% – Analytical, Writing, and Project Support 10% – Development Support Minimum Qualifications No minimum education required. Professional experience addressing sensitive or difficult situations diplomatically, representing the UL’s office with tact and discretion, and working effectively and sensitively with a diverse range of donors, patrons, advisory board members, and staff. Experience providing administrative and project‑management support to high‑level administrators in a complex, multi‑disciplined environment. Experience coordinating dynamic and complex schedules, meetings, programs, and events. Experience working in an executive office environment. Interpersonal and communication skills to create and maintain professional collaborative working relationships with an acute understanding of customer service and business processes. Experience using various software programs (word processing, spreadsheets, databases, presentation software, etc.) to accomplish assignments. Experience researching data and summarizing information. Organizational and time‑management skills to achieve timely progress on multiple simultaneous tasks, meet deadlines, and maintain a high level of quality and attention to detail. Writing, editing, and proofreading skills to produce correspondence on behalf of others, for internal and external dissemination, and other written materials that reflect the high standards and professionalism of an executive office. Experience editing copy for correct grammar, spelling, and punctuation. Professional and political acumen to handle sensitive or difficult situations diplomatically, to represent high‑level executives with tact and discretion, and to work effectively and sensitively with constituents from diverse cultural backgrounds. Preferred Qualifications Bachelor’s degree or an equivalent combination of education. Experience providing administrative management support to a high‑level administrator in a large, complex, multi‑disciplined academic environment, preferably a major research university. Experience evaluating issues, assessing a range of problem‑solving approaches, and developing creative solutions within the context of priorities, time constraints, and available resources. Experience gathering and synthesizing information from a variety of sources with skill to translate, define, and present the information. Familiarity with campus‑wide offices, administrative contacts, campus structures, policies, and resources. Knowledge of and skill to interpret and apply UC and campus policies and procedures, especially pertaining to executive travel and entertainment. Position Information Salary or Pay Range: $74,211.86 – $112,481.40 per year Salary Frequency: Annual Salary Grade: STEPS UC Job Title: EXEC AST 3 CX UC Job Code: 004702 Number of Positions: 1 Appointment Type: Career Percentage of Time: 100% Shift (Work Schedule): M‑F 8‑5pm Location: Davis, CA Union Representation: Yes – CX‑Clerical/Admin Benefits Eligible: Yes Work arrangement: Hybrid (mix of on‑site and remote work) Benefits 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 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 Qualified Employer & Student Loan Repayment Assistance Program for qualified roles Retirement benefit options for eligible roles including Pension and other Retirement Saving Plans 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 Lifting/Carrying 26‑50 lbs – Never Lifting/Carrying over 50 lbs – Never Pushing/Pulling 0‑25 lbs – Occasional up to 3 hours Pushing/Pulling 26‑50 lbs – Never Pushing/Pulling over 50 lbs – Never Bending/Stooping – Occasional up to 3 hours Squatting/Kneeling – Occasional up to 3 hours Twisting – Occasional up to 3 hours Climbing (e.g., stairs or ladders) – Never Reaching overhead – Occasional up to 3 hours Keyboard use/repetitive motion – Frequent 3 to 6 hours Environmental Demands Chemicals, dust, gases, or fumes – Never Loud noise levels – Never Marked changes in humidity or temperature – Never Microwave/Radiation – Never Operating motor vehicles and/or equipment – Never Extreme temperatures – Never Uneven surfaces or elevations – Never 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) are strictly prohibited on any UC Davis property, indoors and outdoors, including parking lots and residential space. Work occasional overtime to meet operational needs. Special Requirements 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. 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. Equal Opportunity Employer 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. #J-18808-Ljbffr University of California, Davis