EXEC AST 3 (Executive Assistant to the Chief Government and Community Relations Officer)

Government and Community Relations (GCR) leads campus-wide efforts and coordinates unit-based efforts to ensure the success of multiple legislative, budget, advocacy and community-based relationship-building initiatives, projects, and activities. The office serves as the official campus voice to elected officials and their staffs and to community organizations and opinion leaders. GCR provides the essential function of constituent stewardship by establishing, maintaining, and leveraging relationships with internal and external stakeholders on behalf of UC Davis. GCR provides leadership, support, and guidance to the faculty, students, staff, and volunteer leaders in their interactions with local, state, and federal government officials and community leaders on behalf of campus initiatives, priorities, and issues. GCR reports to the Associate Chancellor and Chief of Staff. For more information about Government and Community Relations, please visit:
http://gcr.ucdavis.edu

Job Summary

Under direction of the Chief Government and Community Relations Officer (CGCRO), provide primary management for the daily administrative objectives of the CGCRO, developing systems and approaches for managing information, projects, and communications in a highly complex, confidential, and dynamic office.

Coordinate the activities and needs of the office, ensuring the CGCRO's needs are met. Provide high level principal administrative, analytical and project management support to the CGCRO for diverse and fast paced deliverables. Provide support on matters that are sensitive, confidential and/or complex in nature that require a high level of analytical skill, independence, and initiative in execution and implementation.

Independently respond to a wide variety of inquiries and communications on behalf of the CGCRO which include managing information flow and act as liaison on special projects, committees, and initiatives. Apprise the CGCRO of important evolving situations and deliver daily briefings on status of issues and impending deadlines. Provide coordination, drafting and editing of correspondence, presentations, and comprehensive reports. Represent the CGCRO to UC Davis faculty, staff and students, administrators and officers at other UC campuses, UC Office of the President, UC Office of the Regents, and colleges and universities.

Manage the CGCRO's complex calendar and travel schedule and work closely with all campus departments, advisory panels, and committees to assist with meeting logistics.

POSITION INFORMATION

PHYSICAL DEMANDS

• Ability to sit for extended periods of time

WORK ENVIRONMENT

• 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.

• Work flexible schedule and occasional overtime during evenings, weekends, and holidays to meet business needs.
• Provide own transportation to travel to off-site meetings and events that may include occasional overnight stays.

MINIMUM QUALIFICATIONS

Minimum Education/Experience:

• Experience providing administrative support to a high-level administrator in a large, complex organization. Experience managing electronic calendars, and scheduling and coordinating large, complex meetings, conferences, travel, and special events.
• Experience working in a business environment that requires effective interpersonal communication skills to create and maintain professional, collaborative working relationships, to interact with faculty, staff, students, the public, and all levels of the hierarchy (nationally and internationally).
• Professional experience and political acumen to handle sensitive or difficult situations diplomatically, to represent high level executives with tact and discretion, and to work effectively and sensitively with constituents from diverse cultural backgrounds and perspectives.
• Experience researching and analyzing information with skill to think logically and identify anomalies, trends, and potentially invalid data, including working with complex information; determining level and scope of impact, identifying risks, evaluating a range of approaches, and developing solutions within the context of priorities, time constraints, and available resources.
• Experience using computer skills to apply various software programs (word processing, spreadsheets, databases, presentation software, etc.) to accomplish assignments with reasonable speed and accuracy.
• Experience writing, editing, and proofreading to produce correspondence and other written materials that reflect the high standards and professionalism of an executive office; to produce clear, well-organized information; and to use correct grammar, spelling, punctuation, and content.

Minimum Knowledge, Skills, and Abilities (KSA) :

• Organizational and time-management skills to coordinate many details of multiple projects simultaneously; to work in a fast-paced environment with constantly shifting priorities; and to meet tight deadlines.

PREFERRED QUALIFICATIONS

Preferred Education/Experience:

• Experience working in a major research university within a public higher-education setting.

Preferred Knowledge, Skills, and Abilities (KSA):

• Knowledge of AP style and use of language accurately, grammatically, and creatively.
• Knowledge of campus policies and procedures to interpret inquiries and requests to formulate appropriate action or response.
• Familiarity with campus-wide offices, administrative contacts, campus structure and resources.

SPECIAL REQUIREMENTS

The University of California has implemented a SARS-CoV-2 (COVID-19) Vaccination Program covering all employees. To be compliant with the policy, employees must submit proof of vaccination or a University-approved exception or deferral.

Background Check

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.