Document Sample
216 Powered By Docstoc
					                                            Executive Assistant

                                     UNIVERSITY OF CALIFORNIA
                                AGRICULTURE AND NATURAL RESOURCES

                         UC DAVIS PAYROLL TITLE: Administrative Specialist I
                 SALARY RANGE: $36,108.00 - $64,994.00/YEAR 100% FIXED CAREER


The University of California, Agriculture and Natural Resources (UC ANR) is composed of 58 University of
California Cooperative Extension (UCCE) offices located throughout the counties, 9 Research and Extension
Centers (RECs), and Admin Offices located both in Oakland and Davis.
This position is physically located on Davis campus, and will support activity in the UC ANR Office of the
Associate Director, Cooperative Extension and the Agricultural Experiment Station.

Under the direction of the Executives, participate in the day-to-day coordination of activities for the senior
leadership of ANR in a highly complex, highly confidential, and dynamic environment. Provide analytical and
administrative support to Executives and all project constituents. Direct analytical support for the Executives
including duties related to ANR executive working groups.


- Oversee and coordinate the day to day operations of the Executive Office. Serve as primary point of contact.
- Maintain tracking systems for due dates (pending assignments, financial, personnel, awards, merits,
performance, organization, project, etc.)
- Determine relevant issues and informeExecutives.
- Recommend courses of action. Forward situations and issues presented by staff, faculty and external
constituents to appropriate staff members for resolution.
- Respond to inquiries from faculty, staff, students and the public on behalf of executives regarding system-
wide operations, policies and procedures.
- Prepare responses to urgent requests.
- Research, compile and summarize issues, policies and topics;
provide background information, talking points and briefing materials.
- Provide general administrative support for executive business-related needs: calendaring, meetings, and
travel arrangements.

- On Executives' behalf, communicate with ANR leadership on internal and external matters of a sensitive
- Evaluate and research questions and issues, collect, compile and analyze data, background information, and
policies. Select relevant data and summarize.
- Collaborate with the ANR leadership to understand project scope, timelines and communication strategies;
research, extract, analyze and interpret data in response to multifaceted issues; make recommendations and
provide documentation.
- Maintain comprehensive databank of initiatives, assignments and delegated actions.
- Organize Executive-appointed ad hoc committees, issues and charges.
- Prepare confidential reports for senior staff, systemwide and other officials. Compose correspondence,
reports and other documents for signature and use.

- Use computer for extended periods of time.
- This position is a critical position and is subject to a background check. Employment is contingent upon
successful completion of background investigation including criminal history and identity check.
- May travel via commercial air or automobile, which may include overnight lodging.
- Possess and maintain valid California driver's license.
- Participation in Department of Motor Vehicles (DMV) Pull Notice System.
- A copy of own DMV record will be required as a condition of employment.
- Work occasional overtime.

- Experience analyzing and extracting information, determining level and scope of impact, evaluating
risks/consequences, developing creative solutions; and understanding the factors associated with decision-
making in a high-level executive office.
- Experience managing projects in a fast-paced environment with competing demands.
- Professional experience and political acumen to handle sensitive or difficult situations, to represent high level
executives with tact and discretion, and to work with constituents from diverse cultural backgrounds and
- Experience working in an executive office environment and managing executive office operations.
- Writing, editing, and proofreading skills to produce written materials that reflect the standards and
professionalism of an executive office.
- Experience using various software programs (word processing, spreadsheets, databases, presentation
software, etc.).

- Experience gathering and synthesizing information from a variety of sources with skill to translate, define and
- Experience managing dynamic electronic calendars, and scheduling and coordinating meetings.
- Organizational and time management skills to establish goals, set priorities and manage deadlines; to multi-
task and adjust priorities; and adapt to many environments, directions and duties as the executives' needs
- Skill to maintain composure under heavy workload, frequent interruptions and conflicting priorities.
- Knowledge of and skill to interpret and apply UC policies and procedures.
- Familiarity with ANR system-wide offices, administrative contacts, structure and resources.
- Knowledge of professional objectives and activities to act with minimum direction on behalf of the executives.

- Read and follow the UCD Principles of Community.
-This position will promote, in all ways consistent with other responsibilities of the position, the affirmative
action goals established by the Division and the University as a contractor of the federal government. The
position will also take all measures necessary to assure that any employee or volunteers supervised by this
position fulfill their affirmative action responsibilities
- Prioritize assignments/workload and meet deadlines.
- Maintain confidentiality of sensitive issues and exercise discretion in dealing with controversial or potentially
sensitive topics.
- Work effectively in a team environment and collaboratively.

For further information and to apply for this job, please visit the following weblink: on requisition # 03006876
(If the link does not respond, please copy and paste into your browser)

Shared By: