Executive Assistant 3

#CA-SS

Under the direct supervision of the Outreach and Operations Manager, the incumbent provides high-level administrative support to the Vice Dean for Medical Education, six Education Deans, three Assistant Deans and the four OME Directors. The incumbent is expected to utilize initiative, judgment, and discretion in researching, analyzing and compiling necessary background information to assist management in responding to a wide variety of complex issues; researches issues and initiates an array of correspondence on behalf of the executive and/or senior manager; independently assumes responsibility for issues that do not require the executive leadership involvement; applying problem-solving techniques to resolve various situations, and provides referrals to appropriate offices and authorities; must be familiar with UC policies and procedures to review all forms which require approval of the executive leadership.

Apply By Date May 30, 2025 by 11:59PM

Minimum Qualifications - For full consideration, applicants are encouraged to upload license and/or certification if required of the position

• Bachelor's Degree in related area and/or equivalent experience/training.
• One or more years of experience in an administrative/executive administrative role
• Demonstrated ability to work with senior officials and executives and ability to think strategically and serve as a sounding board.

Preferred Qualifications

• Graduate Degree in related area
• Three years of experience supporting a high-level executive team.
• Experience providing support to advisory councils and special committees.
• Experience using Microsoft Office suite, including calendaring using Outlook.
• Experience supporting senior managers in an executive-level office within an academic or similar environment.
• Experience with UCD automated purchasing and reimbursement systems, such as AggieTravel, Connexxus and Aggie Enterprise as well as UCD facility management systems, such as BEATS and Compass.
• Knowledge of campus-wide offices, services and contacts, and campus policies and procedures to interpret inquiries and requests to formulate appropriate action or response.

Key Responsibilities

• 75% - Executive Support to OME Leadership
• 25% - Operational Support

Department Overview

The Office of Medical Education mission is to work with the faculty and administration to create a supportive and stimulating learning community that nurtures the requisite and enduring attitudes, skills, and knowledge required of excellent physicians. The Office of Medical Education consists of an interdisciplinary team of academic, technical, and administrative employees who deliver centralized expertise, services, and instructional resources through four major routes.

As principal support to the executive leaders, the incumbent responds through verbal and/or written communication to a wide variety of inquiries through interactions with faculty, staff, trainees, students, the public and the highest levels of Health System, Campus and University administration, including the Office of the Dean, President and the Chancellor's Office; manages complex electronic calendars of the executive, independently committing each to action, determining priorities of meetings and resolving scheduling conflicts; provides support for meetings and travel.

POSITION INFORMATION

• Salary or Pay Range: $2,755.20 - $4,176.00
• Salary Frequency: Biweekly
• Salary Grade: 155
• UC Job Title: EXEC AST 3 CX
• UC Job Code: 004702
• Number of Positions: 1
• Appointment Type: Staff: Career
• Percentage of Time: 100%
• Shift (Work Schedule): 8 hours, Monday - Friday
• Location: Education Building (HSP033)
• Union Representation: CX-Clerical/Admin
• Benefits Eligible: Yes
• This position is hybrid (mix of on-site and remote work)

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

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.

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

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 Culture of Opportunity and Belonging

At UC Davis, we're committed to solving life's most urgent challenges and building a healthier, more resilient world. We believe in growing through every challenge, continually striving to improve, and welcoming new perspectives that strengthen our community. We recognize that a vibrant and innovative organization values both individual strengths and shared purpose. The best ideas often emerge when people with different experiences come together.

As you consider joining UC Davis, we invite you to explore our Principles of Community, our Clinical Strategic Plan and strategic vision for research and education. We believe you belong here. 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.

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

Because we want you to feel seen and valued, our recruitment process at UC Davis supports openness and authenticity. Research shows that some individuals hesitate to apply unless they meet every qualification. You may be an excellent fit for this role-or the next one. We encourage you to apply even if your experience doesn't match every listed requirement. #YouBelongHere

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