BLANK AST 3 (Divisional Office Operations Coordinator)

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.

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.

POSITION INFORMATION

PHYSICAL DEMANDS

• Transporting equipment – Frequently, Work at computer for extended periods of time.
• Lifting Requirements: Up to 25 Pounds (Light);
• Lift/maneuver recruitment/outreach materials, chairs, and tables weighing up to 25 lbs.

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

MINIMUM QUALIFICATIONS

Minimum Education/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

Additional Preferred License/Certification:

• Certificate/degree in related area and / or equivalent experience / training

Preferred Education/Experience:           

• 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.

Preferred Knowledge, Skills, and Abilities (KSA) :

• 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

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.

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 .