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.

Preferred Skills :

Special Conditions of Employment :

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 : https : / / careerspub.universityofcalifornia.edu / psc / ucanr / EMPLOYEE / HRMS / c / HRS_HRAM_FL.HRS_CG_SEARCH_FL.GBL?Page=HRS_APP_JBPST_FL&JobOpeningId=81285&PostingSeq=1&SiteId=17&languageCd=ENG&FOCUS=Applicant

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