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ADMIN OFCR 2 (CAAA Executive Assistant) - 12890

Company: University of California - Davis
Location: Davis
Posted on: November 21, 2020

Job Description:

Department Description

The CAAA, a separately incorporated 501(c)(3), was founded in an effort to help students and its over 225,000 alumni stay in touch with each other and the campus. The association is led by the CAAA BOD, a volunteer group comprised of 25 national directors at large and seven ex-officio members that represent the most distinguished areas of business, government and the campus.



JOB SUMMARY

Under general supervision of the Assistant Vice Chancellor (AVC), provide assistance on matters that are complex or sensitive in nature and require a high level of organization, knowledge of policy and procedure, and attention to detail in support of the Cal Aggie Alumni Association (CAAA) and the overall Alumni and Affiliate Relations staff. Ensure that all aspects of CAAA are consistent with University policies, practices and standards of UC Davis. Provide analytical and project support to the AVC, and supplemental support to two Associate Executive Directors (AEDs. Serve as the primary logistical support for the CAAA Board of Directors to include responding to general inquires and needs from the BOD. Coordinate all BOD meeting logistics and ensure timely distribution of materials. Perform similar scope of work for selected committees as directed by the AVC. Assist with matters relating to the AVC's daily responsibilities and communications, providing general oversight, prioritization and coordination of high-level correspondence, reports and documents. For all duties assigned, a high level of confidentiality, diplomacy and a focus on customer service is expected



POSITION INFORMATION

Salary Range

$21.46/hr. - $43.15/hr. This position has a budget of $21.46/hr. - $29.76/hr. based on experience.

No. of Positions

1

Appointment Type

Career

Percentage of Time

Full Time, 100%

Shift Hours

Monday-Friday, 8am-5pm

Location

Davis Campus

Union Representation

No

Benefits Eligible

Yes

Apply by date

12/1/2020



PHYSICAL DEMANDS

* This position is designated as a confidential position.

* Work occasional overtime to meet operational needs.

* May work CAAA events such as: Picnic Day, CAAA Awards Gala, Homecoming, board meetings, Aggie Welcome events, Move-In Day, Parent and Family Weekend, and other events as assigned.

* Lift materials and supplies weighing up to 25 lbs.



WORK ENVIRONMENT

* Occasional out-of-town travel.

* Provide own transportation to off-site events and meetings.

* 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.





QUALIFICATIONS

Required:

* Political acumen to handle sensitive or difficult situations diplomatically; to represent high-level executive and volunteers with discretion; and to work effectively and sensitively with constituents from diverse cultural backgrounds and perspectives. Must have Interpersonal, oral and written communication skills to interact in person, by telephone and in writing.

* Experience establishing goals and workload priorities, and organizing and coordinating multiple complex projects with competing deadlines

* Project management skills to organize and coordinate administrative and research activities and all aspects of projects.

* Experience coordinating and managing multiple, complex electronic calendars with skill to reason and discern priorities when determining executive action.

* Experience researching, compiling, and extracting information from a variety of sources to preparing reports and information.

* Experience scheduling, coordinating and managing details of large, complex meeting, projects and special events.

* Experience writing, editing, and proofreading documents to produce correspondence quickly using proper grammar, style and format with attention to detail and high degree of accuracy.

* Experience with word-processing, spreadsheet, database, and scheduling software (i.e., Microsoft Word and Excel, FileMaker Pro and Microsoft Outlook).



Preferred:

* Experience assuming a leadership role and in assuming increasing responsibilities with initiative, high productivity, and minimal supervision.

* Analytical and investigative skills to elicit information to clarify inquiries and requests.

* Experience working with a culturally diverse workforce and constituency.

* Knowledge of alumni and University Relations and their role in higher education.



SPECIAL REQUIREMENTS

Background Check
this position is a critical position and subject to a background check. Employment is contingent upon successful completion of background investigation including criminal history and identity checks.



EEO/AA Statement

The University of California is an Equal Opportunity/Affirmative Action Employer advancing inclusive excellence. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected categories covered by the UC nondiscrimination policy.

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Keywords: University of California - Davis, Davis , ADMIN OFCR 2 (CAAA Executive Assistant) - 12890, Administration, Clerical , Davis, California

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