Administrative Assistant - Davis, CA,

Overview

Administrative Assistant 3 – Davis, CA. Job . The Administrative Assistant (AA) provides administrative support to the Vice Provost of Academic Personnel and Development and the Vice Provost for Research and Program Integration. This position involves a mix of generalized and specialized clerical and administrative tasks, projects, and other duties as assigned. The AA works with a high level of independence and initiative, adapting procedures and tools to meet the leaders’ needs.

This is a career appointment that is 100% fixed. The home department is the Office of the Vice Provost Academic Personnel and Development. This position is based in Davis, CA with eligibility for hybrid flexible work arrangements for applicants in California; arrangements are subject to change by the University.

Pay Scale: $29.40/hour to $35.32/hour

Job Posting Close Date: This job is open until filled. The first application review date will be 10/7/2025.

• 45% Calendaring, Logistics & Travel Support:
  Manage the Vice Provosts  calendars, triage requests, coordinate meetings/events/webinars, schedule recurring evaluations and regular meetings; partner with events management to ensure detailed execution; coordinate travel arrangements (complex national travel and state travel to remote locations) adhering to UC policy; process travel reports and reimbursements in a timely manner according to UC policy.
• 35% General Administrative Support:
  Provide administrative support to the two Vice Provosts (roughly equal time to each); prepare meeting materials; gather data and background information; complete special projects; respond promptly to requests; order supplies; prepare, edit, and proofread correspondence; handle sensitive issues with discretion and political acumen; prioritize tasks and ensure compliance with procedures and policies; support projects within the Vice Provosts  offices and occasionally in the Associate Vice President s office;
  
  attend meetings to capture and distribute notes.
• 10% Committee Staffing & Support:
  Provide staffing and support to the Second Street Space and Operations Committee (maintaining space map and assigned spaces) and to Ad Hoc and other committees as assigned.
• 10% Other:
  Miscellaneous duties as assigned.

• High school diploma or equivalent experience.
• Experience in a high-level administrative assistant role performing a range of support functions including PC proficiency, Microsoft Office, calendar management, travel planning, and drafting/editing correspondence.
• Ability to work independently with initiative, and to collaborate effectively as part of a team; respond promptly and professionally to inquiries.
• Strong organizational skills to manage a heavy workload, handle multiple complex projects under deadlines, and adapt to interruptions without loss of productivity.
• Interpersonal skills with public service orientation, tact, diplomacy, political acumen, and discretion in handling confidential information.
• Effective communication with all levels of staff, faculty, alumni/donors, students, and external constituencies; solid verbal and listening skills.
• Meticulous attention to detail; able to maintain accurate electronic and paper records.

• Associate degree in related area and/or equivalent experience/training.
• Familiarity with University of California processes and UC ANR.
• Ability to edit and proofread a large volume of sensitive materials to specific formats and protocols; clear and concise business writing style.
• Ability to understand complex programs and internal structures to meaningfully field inquiries from internal and external constituents.

• Must possess a valid California Driver s License to drive a County or University vehicle; travel on flexible schedules as needed with reimbursement per University policies.
• Employment is contingent upon a successful background check; fingerprinting may be required. UC ANR hires people with conviction histories and reviews information in the context of job responsibilities.
• ANR is a smoke- and tobacco-free environment as of January 1, 2014.
• Misconduct Disclosure Requirement:
  Final candidate must disclose any misconduct-related administrative or judicial decisions within the last seven years as a condition of employment.

Note:

The description includes references to policies and internal processes. See official posting for complete details. If you need this description adapted further (e.g., to remove or adjust references), I can revise accordingly.