ECE Executive Assistant and AP Analyst (BLANK AST 4)

Job Summary

Under the general supervision of the Department Chair and the Chief Administrative Officer (CAO), this position provides office support in two main areas: administrative assistance and academic personnel. As an Executive Assistant, the role includes handling administrative tasks such as managing events, coordinating visits for outside guests, managing the department chair's calendar, taking meeting notes, reserving spaces, and preparing communications on behalf of the chair. As a Personnel Analyst, the position supports full range of academic personnel activities including following policies, assisting with recruitments and appointments, helping with the advancement and promotion process, and overseeing visa processing for the department.

Apply By Date : November 8, 2024

Minimum Qualifications

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

Experience providing administrative support in a complex office environment.

Advanced technical skills using business software for word processing, email, spreadsheets, presentations, and calendaring.

Skills composing and editing documents and correspondence for accuracy, consistency of format and grammar, and professional appearance and style.

Oral communication, customer service and interpersonal skills to communicate clearly, effectively, and professionally in person, by email, and by phone.

Skills, initiative and resourcefulness to understand, research, recognize and resolve general problems.

Organizational skills to prioritize and manage multiple simultaneous assignments.

Knowledge of general administrative and business policies and procedures. Experience with event planning.

Preferred Qualifications

Experience working with academic personnel policies and procedures, recruitment of faculty, and faculty advancement.

Experience with interpreting and applying policy pertaining to visas, and with processing visa applications.

Knowledge of and experience with MyInfoVault, APHID, OATS, iGlobal, AggieService, UC Recruit, and Cognos.

Preferred Knowledge, Skills, and Abilities (KSA) Knowledge of University policies and procedures.

Key Responsibilities

50% - Academic Personnel Management & Recruitments

30% - General Administration and Executive Assistant Support

10% - Visa and Funding Coordination

10% - Special Projects

Department Overview

This position provides administrative and academic personnel support to the Department of Electrical and Computer Engineering (ECE). ECE is one of the largest departments in the College of Engineering with 34 ladder-rank faculty, several adjunct faculty and research scientists, postdocs and visiting scholars, and eight staff members. The department serves over 800 undergraduate students and 200 graduate students. ECE does research and teaching in a broad set of exciting areas in high technology from atomic-scale devices to computer systems and software and has research expenditures of about $12M per year.

POSITION INFORMATION

Salary or Pay Range: $33.19 - $43.16 /hour

Salary Frequency: Bi-Weekly

Salary Grade: 111

UC Job Title: BLANK AST 4

Number of Positions: 1

Appointment Type: Career

Percentage of Time: 100 %

Shift Hours: Manager will advise

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

Work occasional overtime, including evenings and weekends.

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)

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

To apply, visit https://careerspub.universityofcalifornia.edu/psc/ucdavis/EMPLOYEE/HRMS/c/HRSHRAMFL.HRSCGSEARCHFL.GBL?Page=HRSAPPJBPSTFL&JobOpeningId=73978&PostingSeq=1&SiteId=7〈uageCd=ENG&FOCUS=Applicant

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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