DEPARTMENT SUPPORT ASSISTANT

University of California, Davis - Davis, CA4.3

Full-time
Under supervision of Chief Administrative Officer (CAO), provide executive-level support including analytical, critical communication, and day-to-day administrative and analytical support to 3 Department Chairs and 20 Senate Faculty in three departments: African American and African Studies (AAS), American Studies (AMS) and Gender, Sexuality, and Women's Studies (GSW).

Interact with campus administrators, executive assistants, vendors, and national and regional organizations; manage complex schedules and calendars; provide administrative support for departmental committees led by the Chairs and faculty of the three departments; arrange travel; and research and prepare syntheses and reports.

Serve as a point of contact including triaging urgent calls and responding on behalf of the Chairs and faculty, and coordinating special events and projects as directed.

Physical Demands:
  • Work at a computer for extended periods of time.
Lift materials weighing up to 25 lbs.

Work Environment:
  • Work in a busy environment with frequent interruptions and under the pressure of deadlines.
  • Occasional overtime on weekdays and weekends, with supervisor's pre- approval.
  • Limited or restricted vacation during peak advising and admissions periods and other critical programmatic deadlines.
  • 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.
Yes
Qualifications

Minimum Qualifications:
  • Experience providing administrative support on a wide range of complex issues for various audiences in a higher education or relevant setting.
  • Analytical skills to learn, understand and interpret a wide variety of University and Program policies and procedures for faculty, students and staff.
  • Knowledge and skill to generally assist students and refer students to further resources when dealing with personal issues.
  • Skills to prepare and monitor budgets related to student support and departmental activities, including events.
  • Interpersonal, customer service and communication skills to interact and communicate professionally with individuals and groups of varying ages and cultural backgrounds to disseminate information, resolve problems, and/or clarify situations and skills to effectively lead and facilitate group discussions.
  • Writing, editing and proofreading skills to independently draft memorandums and correspondence to applicants, students and faculty, and prepare reports and other materials.
  • Skills to collect and analyze statistics, create summary reports, and track student progress and enrollment trends.
  • Mathematical skills to add, subtract, multiply and divide to determine percentages, ratios, and estimates with attention to detail to catch errors.
  • Experience maintaining confidentiality in accordance with applicable regulations.
  • Skills to analyze new policies and changes in existing policies to develop procedures to meet requirements.
  • Skills to obtain, correlate and analyze data and develop statistics from a variety of sources; to retrieve and assemble information for the preparation of reports, schedules, correspondence, etc.
  • Skills to develop, organize, maintain and evaluate complex recordkeeping systems.
Preferred Qualifications:
  • Experience using UC's student information system BANNER, Integrated Curriculum Management System (ICMS), PPS/OPTRS, PPS Decision Support, DaFIS Decision Support, MyTravel and other campus web-based tools.
  • Knowledge of BX union contracts to ensure compliance and follow appointment procedures.
  • Skills to supervise student staff