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: 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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About University of California Agriculture and Natural Resources

The University of California, Agriculture and Natural Resources (UC ANR) consists of a network of scientists and educators working in partnership across the California. We are committed to developing and supporting healthy food systems, healthy environments, healthy communities, and healthy Californians. UC ANR administers UC Cooperative Extension (UCCE), which is responsible for program development and delivery in the counties throughout the state of California.

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