Administrative Assistant 3

#CA-DS

The Administrative Assistant provides support for the School of Nursing Assistant and Associate Deans, Program Directors, and Faculty. The Administrative Assistant will provide high level leadership support and general administrative support in a dynamic, fast-paced setting for faculty and leadership. The incumbent is expected to utilize initiative, judgment, and discretion to provide day-to-day assistance. The incumbent is responsible for providing logistical support for meetings and events and will participate as an active member of the School's Administrative Team. The incumbent will work in a team environment, have the ability to maintain composed demeanor when interacting with peers, staff, employees and colleagues, and is expected to contribute to a diverse workplace through ideas and experience. Represents the school as an ambassador, providing strong customer service to staff, faculty, students, and external constituents.

Provide primary leadership and general administrative support to various assistant and associate deans, program directors, and faculty. Provides primary support for office supplies, room reservations, catering invoice processing, mail distribution and deliveries. Participates in the onboarding of faculty and staff. Provides overflow support for complex calendaring, organizational and logistical oversight of meetings and events, and works closely with various campus departments, external advisory boards, campus committees, outside donors and others to assist with logistical needs of the School of Nursing.

Apply By Date

3/19/2025 at 11:59pm

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/ training
• Experience performing complex administrative support functions; including high volume complex calendaring.
• Experience managing projects in a fast-paced environment with competing demands.
• Direct experience and oversight responsibilities in information management.
• Experience segmenting data, combining databases, creating lists and reports, graphics, managing all planning and production.
• Project and/or program management experience including coordination and reporting, using calendaring and other project management tools.
• Experience using organizational, analytical, planning and problem-solving skills to take initiative and prioritize working under multiple deadlines, heavy workload and overlapping activities.
• Experience analyzing and extracting complex information to determine level and scope of impact, evaluate risks/consequences, develop creative solutions, act expeditiously; and to understand the factors associated with decision-making in a fast-paced, highly visible department.
• Experience gathering and synthesizing information from a variety of sources with skill to translate, define and present the information to others.
• Intermediate to advanced level of experience with Excel spreadsheets and research using the Internet to accomplish assignments.
• Excellent Interpersonal and communication skills to interact effectively and positively with peers, students, faculty, the public and outside agencies/vendors.
• Demonstrated political acumen to work in an high-level office environment.
• Ability to analyze information and situations independently, identify problems and relevant factors, formulate logical conclusions and suggest alternative solutions while utilizing available resources.
• Skills to attempt unfamiliar projects/assignments and respond with flexibility to request assistance.
• Strong, intermediate to advanced computer skills in Microsoft Office.
• Ability to exercise independent judgment and make effective decisions based on knowledge of campus and University priorities, resources and policies.
• Strong planning and organizational skills to work with detail and complete tasks on time, with little or no supervision.
• Writing, editing, and proofreading skills to produce correspondence and other written materials that reflect the high standards and professionalism of an high level office; experience editing copy for correct grammar, spelling and punctuation.
• Accomplished organizational and analytical skills to assume general assignments and independently follow through to successful completion; to manage details of complex projects and events.
• Ability to work in a team environment and to maintain composed demeanor when interacting with peers, staff, employees and colleagues.
• Ability to contribute to a diverse workplace through ideas or experience.
• Ability to support and advance the campus Principles of Community

Preferred Qualifications

• General knowledge of the Betty Irene Moore School of Nursing's mission and vision.
• General knowledge of UC Davis and UC Davis Health procedures and policies.
• Ability to represent the School of Nursing with discretion to all constituents.

Key Responsibilities

• 40% - Leadership, Faculty and Program Director Support
• 30% - School of Nursing Administrative Team Support
• 30% - Departmental Administrative Support

Department Overview

The Betty Irene Moore School of Nursing at UC Davis advances health and ignites leadership through innovative and interprofessional education, transformative research and bold system change. Leaders at the School of Nursing steadily chart a course of developing education curricula, approaches and programs aimed at keeping pace with the rapidly evolving health-care environment and preparing a new breed of health leaders who are skilled and nimble agents of change.

All individuals in the School of Nursing are accountable for maintaining and fostering a culture of inclusion, as outlined in the School's Diversity and Inclusion webpage. Please visit the webpage at https://health.ucdavis.edu/nursing/diversity_inclusion/diversity_index.html to learn more.

POSITION INFORMATION

• Salary or Pay Range: $28.49 - $40.83
• Salary Frequency: Hourly
• Salary Grade: 108
• UC Job Title: BLANK AST 3
• UC Job Code: 004722
• Number of Positions: 1
• Appointment Type: Staff: Career
• Percentage of Time: 100
• Shift (Work Schedule): Day, 8 hour
• Location: Betty Irene Moore Hall (HSP029)
• Union Representation: CX-Clerical/Admin
• Benefits Eligible: Yes
• This position is 100% on-site
• THIS IS NOT AN HI-B OPPORTUNITY

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: https://ucnet.universityofcalifornia.edu/labor/bargaining-units/index.html

* 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 staff

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
• 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.

Ability to work onsite in an office setting 5 days per week.

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
• 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: https://policy.ucop.edu/doc/4010393/PPSM-20

For the University of California's Anti-Discrimination Policy, please visit: https://policy.ucop.edu/doc/1001004/Anti-Discrimination

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! #YouBelongHere

To learn more about our background check program, please visit: https://hr.ucdavis.edu/departments/recruitment/ucd/selection/background-checks