Divisional Office Operations Coordinator (BLANK AST )3

Responsible for developing, implementing, and maintaining efficient systems to provide executive administrative support for a diverse range of strategic and tactical projects. Manages and facilitates projects, defines priorities and action steps, conducts research with stakeholders, and provides recommendations as appropriate. Independently executes a broad spectrum of tasks to support the Business Operations Manager, Chief of Staff, Vice Chancellor of Student Affairs, and members of the Vice Chancellor Student Affairs Council in a dynamic, fast-paced environment with multiple interruptions.

Exercises initiative, judgment, and discretion in performing various analytic and administrative tasks to support day-to-day operations and special projects. Coordinates schedules, meetings, appointments, telephone calls, conference calls, and virtual meetings, evaluating meeting requirements. Provides analytic and administrative support, manages travel arrangements, creates presentations, handles correspondence, coordinates events, and collaborates closely with key executives and staff to ensure seamless coordination of meeting, event, and travel requirements.

Assist with developing internal department policies related to business matters, research and gather relevant information, and ensure proper briefing and preparation of VCSA office members on existing policies. Initiates follow-up actions and drafts correspondence as needed. Applies established skills, policies, and procedures to complete substantive assignments/tasks of moderate scope and complexity while maintaining confidentiality and discretion. Supports the unit in special projects, addresses ongoing administrative operational issues, and contributes to the successful execution of large events. Communicates tactfully and diplomatically with a diverse group of individuals, including the Office of the Chancellor, Provost, and university administrators.

Apply By Date: November 19, 2024

Minimum Qualifications

For full consideration, applicants are encouraged to upload license, certification and/or educational degree if required of the position.

• High school diploma or equivalent experience
• Experience gathering, analyzing, and synthesizing complex information to determine level and scope of impact, evaluate risk/consequences, develop creative solutions, act expeditiously; and to understand the factors associated with decision-making in a highly complex, fast-paced environment with substantial confidential information.
• Experience with various computer programs and databases, such as Zoom, Microsoft Office Suite, Adobe Acrobat, Canva, Eventbrite, Google Calendar, DocuSign, and SharePoint; experience working with help-desk style ticket systems (such as Aggie Service) Experience providing high-level administrative and clerical support; managing complex administrative calendars, planning and coordinating events, and making travel arrangements with the ability to follow through on multiple commitments.
• Experience communicating effectively and meeting unique needs of diverse populations and multiple constituent groups; experience organizing and prioritizing tasks, working, and making progress on several projects simultaneously, and successfully meeting deadlines.
• Experience with hiring practices including recruitment, selection and maintaining confidentiality and to effectively manage crises, multiple tasks, complex projects, and busy office environment with political acumen despite conflicting priorities and deadlines
• Organizational skills and experience, including time management and independent judgment to establish goals, set priorities and manage deadlines, multi-task and adjust priorities; skill to maintain composure under heavy workload, with frequent interruptions and conflicting priorities.
• Political acumen and collegial communication skills to interact with UC administrators, faculty, staff, students, employers, donors, and the public in-person, via phone, Zoom or in writing. Customer service and problem-solving skills and experience to effectively manage crises, multiple tasks, complex projects, and busy office environment with political acumen despite conflicting priorities and deadlines.

Preferred Qualifications

• Certificate/degree in related area and / or equivalent experience / training
• 5 years equivalent experience in a high-level support role or administrative office operations/management
• Experience working as an effective member of multiple teams within a complex organization with multiple stakeholders.
• Experience with workshops, conference, and event coordination with the proven ability to work quickly, accurately, and efficiently in a demanding and confidential environment.
• Demonstrated ability to exercise discretion in handling controversial or sensitive topics while representing the Vice Chancellor's office with tact and discretion.
• Competent decision-making and critical thinking skills, including initiating actions for effective resolution and follow-through.
• UC Davis AggieEnterprise and travel systems
  
  

Key Responsibilities

• 60% - Executive & Operational Support
• 25% - Human Resources & Project Support
• 15% - Event Planning & Coordination
  

Department Overview

The Vice Chancellor's Office of the Division of Student Affairs supports the University's academic mission, responds to students' needs for academic support services, and ensures opportunities for students to develop both experience and skills in leadership, teamwork, and social responsibility.

POSITION INFORMATION

• Salary or Pay Range: $ 28.49 - $ 40.83/hour
• Salary Frequency: Bi-Weekly
• Salary Grade: 108
• UC Job Title: BLANK AST 3
• Number of Positions: 1
• Appointment Type: Staff: Career
• Percentage of Time: 100%
• Shift Hours: Monday-Friday 8am to 5pm
• Location: Davis, CA
• Union Representation: Yes - CX
• Benefits Eligible: Yes
• Hybrid/Remote/Onsite: This position is 100% on-site

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

• This position requires daily on-site presence Monday-Friday with periodic remote work only.
• Work occasional evenings/nights, varied lunch hours.
• Provide own transportation to off-site events and meetings.
• The Smoke and Tobacco Free Environment policy is intended to provide a healthier, safer, and more productive work and learning environment for the entire UC community. The University of California prohibits smoking and tobacco use at all University owned or leased properties, or facilities operated by UC staff or faculty. Smoking and tobacco use are strictly prohibited in indoor and outdoor spaces, parking lots, residential space, and University vehicles. https://ucdavispolicy.ellucid.com/documents/view/271

Special Requirements

• This is a critical position, as defined by UC policy and local procedures, and as such, employment is contingent upon successful completion of background check(s), including but not limited to criminal record history background check(s)
• 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

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