PROGRAM ASSISTANT

Under the supervision of the Associate Chief Diversity Officer (ACDO), a leadership member of the Office of Campus Community Relations (OCCR) provide administrative support to ACDO and OCCR on matters that are sensitive or complex in nature and requires a high level of analytical skill, independence, and initiative in execution and implementation.

As primary contact for the Office of Campus Community Relations, respond to inquiries and determine relevant items to be brought to the attention of the ACDO. Manage a complex schedule and electronic calendar, prepare itineraries and materials for meetings and presentations, coordinate travel arrangements and provide general administrative support. Plan, coordinate and provide support for training projects. Develop and monitor event logistics including budgets, maintain constituency lists, and coordinate purchases. Manage deadlines and resolve administrative and logistical issues. Prepare correspondence, reports, and other written materials.

Physical Demands:

Move/manipulate supplies and equipment weighing up to 30 lbs.

Work at a computer for extended periods of time.

Work Environment:

Work in fast-paced, open workspace environment with office noise and frequent interruptions. Provide constant office presence for OCCR.

Work occasional overtime to meet operational needs.

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.

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:

Event planning experience including coordination, implementation and logistical support.

Interpersonal and communication skills to effectively and professionally communicate in person, in writing and on the phone with constituents from diverse cultural backgrounds.

Organizational skills to establish goals, workload priorities, and to follow through to successful completion.

Experience using computer skills to effectively use the Internet, Microsoft Word, Excel, Outlook, and other software programs to accomplish assignments.

Experience with website development tools, such as PhotoShop, Adobe Acrobat, and Adobe Dreamweaver.

Experience using writing, editing and proofreading skills to produce correspondence, statistics and other written material with attention to detail and accuracy in recognizing inconsistency in details, and independently research missing information or solicit input as appropriate.

Professional experience performing administrative support functions in an executive-level office environment, preferably in an academic institution.

Experience managing electronic calendars and schedules, and details of meetings and large, complex events in a fast-paced, high volume environment.

Analytical skills to anticipate/identify problems perform research and develop creative solutions.

Interpersonal and communication skills to interact with various constituencies from diverse cultural backgrounds and perspectives within UC Davis, the UC system and outside groups; and to communicate effectively and professionally in person, in writing and on the telephone using sensitivity and discretion in handling difficult situations.

Political acumen, diplomacy and sound judgment in interactions with others.

Experience composing and editing correspondence and other documents for accuracy, consistency of format, spelling and grammar, language and professional appearance and style.

Experience with various software applications (word processing, spreadsheet, database, and presentation software) to accomplish assignments.

Experience establishing goals and workload priorities, handling multiple tasks and complex projects simultaneously with conflicting priorities and meeting deadlines, and flexibility in dealing with people and competing demands.

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Preferred Qualifications:

Experience coordinating travel arrangements and processing travel and entertainment reimbursements.

Experience with DaFIS and MyTravel or other computerized accounting systems to process accounting and financial documents for purchasing, travel and reimbursements.

Experience protecting the confidentiality of sensitive issues/matters and exercising discretion in dealing with controversial or potentially sensitive topics.

Knowledge of university policies and procedures, campus wide offices and resources, and administrative staff contacts.

Experience using database query software and content management systems.