What are the responsibilities and job description for the Executive Assistant (EXEC AST 3 CX) position at UC Davis Health?
Job Summary
Under direction of the Budget Manager, provide principal administrative assistance on matters that are sensitive or complex in nature which require a high level of analytical skill, independence, and initiative in execution and implementation. Provide support to the Associate Dean of Graduate Students, Associate Dean of Graduate Programs and Assistant Dean of Graduate Studies as needed. Maintain confidentiality of issues and materials reviewed and exercise a high level of discretion and judgment in dealing effectively with all parties. Apprise the senior leadership of important evolving situations and deliver daily briefings on status of issues and impending deadlines. Provide coordination, drafting and editing of correspondence, presentation and comprehensive reports. Assist with management of communications including communicating and consulting with deans on internal and external administrative and policy matters requiring action and facilitating the execution for resolution. Manage and coordinate special projects. Coordinate travel. Work closely with and represent the Vice Provost/Dean and Associate/Executive Assistant Deans to senior university administrators, officers at other UC campuses, UC Office of the President, graduate program chairs, graduate advisors, faculty, staff, students, graduate coordinators, advisory boards, donors, general public, delegates from visiting national and international universities and various campus committees. Independently responsible for administrative, analytical and project management support relating to the deans' responsibilities, and understand the requirements of the executives in order to prioritize activities according to urgency and need. Investigate questions and issues that may occur within the day-to-day and ongoing functions of the office in order to keep the Vice Provost/Dean fully informed about mission critical topics. Work on other projects as needed. Mandatory participation in all Tier 1 events.
Apply By Date: April 28, 2026
Qualifications
Minimum Qualifications - For full consideration, applicants are encouraged to upload license and/or certification if required of the position
Bachelor's degree in related area and / or equivalent experience / training
- Experience providing executive level support in a complex, high-level executive office in higher education that requires interpersonal and communication skills to create and maintain professional collaborative working relationships and to interact with faculty, staff, students, the public and persons at all levels on the hierarchy (nationally and internationally).
- Experience managing electronic calendars; scheduling and coordinating large, complex meetings, conferences, travel and event planning for highly visible, politically sensitive events.
- Professional experience and political acumen to handle sensitive or difficult situations diplomatically, represent high-level executives with tact and discretion, and work effectively and sensitively with constituents from diverse cultural backgrounds and perspectives.
- Experience writing, editing and proofreading to produce correspondence and other written materials that reflect the high standards and professionalism of an executive office; produce clear, well organized information; and use correct grammar, spelling, punctuation and content.
Coordinate with the strategic initiatives and communications unit as necessary.
- Experience with Zoom/Hybrid meetings and knowledge of IT/AV in conference rooms in Walker Hall to set up meetings for Senior Leadership.
- Experience using computer skills to apply various software programs (word processing, spreadsheets, databases, presentation software, etc.) to accomplish assignments with reasonable speed and accuracy.
Knowledge of website editing including building web forms.
- Organizational and time-management skills to coordinate details of multiple projects simultaneously while working in a fast-paced environment with constantly shifting priorities meeting tight deadlines.
Preferred Qualifications
Experience 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 with UC Davis software systems such as AggieTravel.
Professional interpersonal and communications skills to foster an open and welcoming office environment.
- Knowledge of University of California policies, including policies and procedures related to UC Davis, to interpret inquiries and requests to formulate appropriate action or response.
Familiarity with campus-wide offices, administrative contacts, campus structure and resources.
- Analytical and evaluative skills to research and logically assess data, identify anomalies, trends, generate alternatives and recommend and implement course of action in addressing a variety of complex issues.
Proven independent project management skills.
Key Responsibilities
60% - Executive Support
30% - Project Support and Analysis
10% - Oversight of Activities
Department Overview
Graduate Studies (GS) advocates on behalf of graduate students and postdoctoral scholars, supports the faculty and staff engaged in delivering graduate education, and administers academic and administrative policies affecting graduate students and postdoctoral scholars that foster a culturally and intellectually diverse environment characterized by high academic standards. Graduate Studies at UC Davis includes more than 100 dynamic degree programs, and a diverse and interactive global student. The division of Graduate Studies (GS) embraces and values diversity, equity, and inclusion (DEI).
We are committed to employing and retaining a diverse workforce and have programs and policies in place to ensure all employees can succeed regardless of race, color, national origin, religion, sex, gender expression, gender identity, gender transition status, pregnancy, physical or mental disability, medical condition, genetic information, ancestry, marital status, age, sexual orientation, citizenship, or service in the uniformed services, including protected veterans. In acknowledgement of historical and current injustices faced by marginalized members of our global UC Davis community. We are firmly committed to supporting our Principles of Community and applying tenets of diversity, equity, and inclusion into every aspect of our everyday work and organizational culture.
POSITION INFORMATION
Salary or Pay Range: $74,211.86 - $112,481.40/year
Salary Frequency: Annual
Salary Grade: STEPS
UC Job Title: EXEC AST 3 CX
UC Job Code: 004702
Number of Positions: 1
Appointment Type: Career
Percentage of Time: 100%
Shift (Work Schedule): M-F, 8:00am - 5:00pm
Location: Davis, CA
Union Representation: Yes - CX
Benefits Eligible: Yes
- This position is 100% on-site Benefits
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
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
Lifting/Carrying 26-50 lbs - Never 0 Hours
Lifting/Carrying over 50 lbs - Never 0 Hours
Pushing/Pulling 0-25 Lbs - Occasional Up to 3 Hours
Pushing/Pulling 26-50 lbs - Never 0 Hours
Pushing/Pulling over 50 lbs - Never 0 Hours
Bending/Stooping - Occasional Up to 3 Hours
Squatting/Kneeling - Occasional Up to 3 Hours
Twisting - Occasional Up to 3 Hours
Climbing (e.g., stairs or ladders) - Never 0 Hours
Reaching overhead - Occasional Up to 3 Hours
Keyboard use/repetitive motion - Frequent 3 to 6 Hours
Environmental Demands
Chemicals, dust, gases, or fumes - Never 0 Hours
Loud noise levels - Never 0 Hours
Marked changes in humidity or temperature - Never 0 Hours
Microwave/Radiation - Never 0 Hours
Operating motor vehicles and/or equipment - Never 0 Hours
Extreme Temperatures - Never 0 Hours
Uneven Surfaces or Elevations - Never 0 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
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.
Work an occasional flexible schedule to meet operational needs of the Vice Provost and Dean's Office. Work occasional evenings, nights and weekends. May be required to work in an open and/or shared office environment with multiple interruptions.
Special Requirements – Please contact your recruiter with questions regarding which activities apply by position
This is a critical position, as defined by UC Policy and local procedures, and as such, employment is contingent upon clearing a criminal background check(s) and may include drug screening, medical evaluation clearance and functional capacity assessment
Misconduct Disclosure Requirement: As a condition of employment, the final candidate who accepts a conditional offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; received notice of any allegations or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer.
A Culture of Opportunity and Belonging
At UC Davis, we’re committed to solving life’s most urgent challenges and building a healthier, more resilient world. We believe in growing through every challenge, continually striving to improve, and welcoming new perspectives that strengthen our community. We recognize that a vibrant and innovative organization values both individual strengths and shared purpose. The best ideas often emerge when people with different experiences come together.
As you consider joining UC Davis, we invite you to explore our Principles of Community, our Clinical Strategic Plan and strategic vision for research and education. We believe you belong here. The University of California, Davis is an Equal Opportunity Employer. All qualified applicants will be considered for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age or protected veteran status.
To view the University of California’s Anti-Discrimination Policy, please visit: https://policy.ucop.edu/doc/1001004/Anti-Discrimination
Because we want you to feel seen and valued, our recruitment process at UC Davis supports openness and authenticity. Research shows that some individuals hesitate to apply unless they meet every qualification. You may be an excellent fit for this role-or the next one. We encourage you to apply even if your experience doesn't match every listed requirement. #YouBelongHere
To learn more about our background check program, please visit: https://hr.ucdavis.edu/departments/recruitment/ucd/selection/background-checks
Salary : $74,212 - $112,481