ADMINISTRATIVE COORDINATOR

Job Summary:
Under the general direction of the Chief of Staff, provides administrative support to the Associate Vice Provost (AVP) for Academic Programs, the AVP for Global Education and Services, and the Chief of Staff. Serve as a general office manager. Coordinates campus visits of international delegations, organizes rotating advisory council meetings, and provides Decision Support and purchasing transaction support. Maintain and schedule meetings, appointments, etc. for AVPs as necessary. Manage and oversee office representational duties for visiting delegations. Organize, arrange, and prepare for meetings often involving many individuals with complex and varied schedules. Provide support with travel and entertainment. Represent the Office of the Vice Provost and Associate Chancellor for Global Affairs as the principal liaison for business visits and inquiries. Provide confidential and non-confidential administrative assistance including filing and administrative organization May be called upon to act as back up support for other executives within the Office of Global Affairs.

Physical Demands:

Work Environment:
Work occasional overtime. May work a flexible lunch hour.

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:
Experience working in an executive-level office environment.

Professional administrative skills and experience to support the services.

Experience applying interpersonal and oral communication skills that promotes collegial communication in person, electronically, and on the telephone with the skill to elicit information needed to clarify inquiries and requests.

Experience applying skills in diplomacy to handle sensitive or difficult situations and to work with constituents from diverse cultural backgrounds and perspectives.

Experience coordinating electronic calendars and schedules; experience scheduling and managing details of complex meetings and special events.

Knowledge of higher education principles and standards to make effective judgments and decision making as well as analytical and critical thinking skills to anticipate and identify issues and information requirements.

Interpersonal skills to interact and communicate effectively and professionally with diverse administration, international visitors, staff, faculty, and students, using tact, diplomacy, and good judgment during all interactions in the performance of a wide variety of programs and support functions.

Organizational and time management skills to establish goals and workload priorities under limited supervision, and to work effectively and with attention to detail under intense deadlines on multiple projects with competing deadlines.
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Preferred Qualifications:
Analytical skills to understand, interpret, and communicate information from a wide variety of sources.

Experience with MS Office programs.

Organizational skills to work on projects with competing deadlines and to establish goals and workload priorities; flexibility in dealing with people and competing demands.

Understanding of and experience applying the general principles of accountability for access and use of automated financial systems. Experience with Decision Support and OPP.

Writing, editing, and proofreading skills to produce correspondence and other written materials.

Organizational and analytical skills to assume general assignments and independently follow through to successful completion; to manage details of complex projects and events; and to manage calendars and schedules.

Skill in managing and maintaining file systems, including electronic file systems.

Experience developing creative solutions to general problems, attempting unfamiliar projects/assignments and respond with flexibility to requests for assistance.

Computer knowledge and skills to apply various programs (word processing, spreadsheets, databases) and software to accomplish assignments, and the ability to learn new software.

Skill to learn the Advancement Services database systems and receive periodic update/refresher training from Advanced Services staff.

Knowledge and understanding of campus travel policies and procedures, including UC Davis Aggie Travel system.

Skills to maintain confidentiality of sensitive issues/matters; ability to exercise discretion in dealing with controversial or potentially sensitive topics.

Knowledge of or ability to learn campus wide offices and administrative staff contacts. General knowledge of campus resources.