Under direction, provide primary executive, analytical and project support to the Executive Leadership Team of the Shrem Museum. Lead the coordination of daily administrative activities and manage all aspects of support related to the directors' daily responsibilities. Provide assistance on matters that are sensitive or complex in nature, using a high level of analytical skill, independence, and initiative in execution and implementation.
Provide project and program support in key areas including: donor relations; development of the museum's organizational structure; communication with museum members, collaborators, faculty and students; and support of the Shrem Museum Board and the ARTfriends Volunteer Group and its committees. Organize and coordinate activities in support of outreach and external relations efforts. Follow up on contacts and support cultivation of relationships crucial to the success of the museum. Serve as the first point of contact to museum constituents, representing the Shrem Museum to campus/systemwide offices and external constituents.
Oversee the director's complex and rapidly changing calendar, independently coordinate meetings, outreach activities, events, travel and projects. Draft and disseminate communications, and oversee the development and implementation of efficient and effective systems for managing information, projects and communications to ensure accurate and timely responses.
Assist with coordinating logistics for meetings and events with donors, members, other internal and external constituents.
Sit at computer for extended periods of time.
Lift objects weighing up to 25 lbs.
Work flexible schedule including occasional evenings and weekends to respond to operational needs.
Must have own transportation to facilitate donor interface, such as deliveries to and meetings held at donor's homes.
Occasional travel to attend meetings, conferences and events including very occasional overnight travel.
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. Additional information and specifics regarding the policy are available at http://breathefree.ucdavis.edu/index.html.
Background Check Required:
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.
Experience providing administrative and project management support to high level administrators in a complex, multi-disciplined environment.
Experience coordinating complex meetings, programs, and events.
Experience managing dynamic electronic calendars and communications to evaluate requests, discern appropriate action, and commit executive to action.
Experience working in an environment that requires interpersonal and communication skills to create and maintain professional collaborative working relationships.
Experience composing and editing professional correspondence, reports, and other documents including creating messages on behalf of others for internal and external dissemination.
Experience using various software programs (word processing, spreadsheets, databases, presentation software, etc.) to accomplish assignments.
Analytical and problem-solving skills to anticipate and identify problems, and help to develop creative solutions for resolution.
Experience providing primary support and leadership in coordinating the day-to-day activities of an executive office.
Organizational and time management skills to achieve timely progress on multiple simultaneous tasks, meet deadlines, and maintain a high level of quality and attention to detail.
Knowledge of and interest in museums and/or visual arts.
Experience coordinating domestic and international travel and establishing itineraries.
Political acumen and judgment to handle sensitive or difficult situations with discretion.
Experience using the Advance Information System (AIS), DaFIS, KFS, and MyTravel.
Knowledge of and skill to interpret and apply UC and campus policies and procedures, especially pertaining to purchasing, travel and entertainment.
Familiarity with campus-wide offices, administrative contacts, campus structures, policies, and resources.