Executive Assistant (BLANK AST 3)

University of California, Davis; Davis (CA); Hybrid; USD 40,000 - 58,000; Full time

Benefits offered by this job

Health benefits

Retirement plan

Paid time off

Job summary

University of California, Davis is seeking a detail-oriented Administrative Specialist to provide high-level support to the Animal Science Department Chair. The role will manage complex calendars, correspondence, travel coordination, and document tracking, ensuring priorities are executed efficiently and professionally, with hybrid on-site/remote work.

Responsibilities include conference room scheduling, guest services, parking coordination, and handling Temporary Affiliate Forms and key

Qualifications

• High School Diploma or GED required.
• 1–3 years of administrative or executive-level support.
• Proficiency with Microsoft Office and ability to manage multiple priorities with attention to detail.

Responsibilities

• Provide executive administrative support to Department Chair and leadership.
• Coordinate department administrative tasks and calendar management.
• Greet guests and manage front office duties including conference room scheduling.

Skills

Administrative support

MS Office

Time management

Communication skills

Education

High School Diploma / GED

Tools

Outlook

Word

Excel

Job description

Job Summary

This position provides high-level administrative support to the Animal Science Department Chair and is essential for maintaining efficient daily operations within the department. The role manages complex calendaring, correspondence, travel coordination, and document tracking, ensuring that leadership priorities are executed in a timely and organized manner. Additionally, this position supports departmental functions such as conference room scheduling, guest services, parking coordination, and administrative processes including Temporary Affiliate Forms and key requests. Given the breadth and complexity of responsibilities, this role is critical to ensuring operational continuity, professional communication, and compliance with university processes.

Job Summary

This position provides high-level administrative support to the Animal Science Department Chair and is essential for maintaining efficient daily operations within the department. The role manages complex calendaring, correspondence, travel coordination, and document tracking, ensuring that leadership priorities are executed in a timely and organized manner. Additionally, this position supports departmental functions such as conference room scheduling, guest services, parking coordination, and administrative processes including Temporary Affiliate Forms and key requests. Given the breadth and complexity of responsibilities, this role is critical to ensuring operational continuity, professional communication, and compliance with university processes.

Apply By Date

08/21/2026 by 11:59 pm

Qualifications

Minimum Qualifications - For full consideration, applicants are encouraged to upload license and/or certification if required of the position

• High School Diploma/GED
• Minimum 1-3 years providing administrative or executive-level support
• Strong organizational and time management skills. Excellent written and verbal communication skills.
• Proficiency with Microsoft Office (Outlook, Word, Excel)Ability to manage multiple priorities and meet deadlines. Strong attention to detail and professionalism.

Preferred Qualifications

• Minimum 1-3 years supporting senior leadership or executives
• Familiarity with university systems and processes. Experience coordinating travel & reimbursements. Knowledge of calendaring systems (Outlook). Customer service experience in an office environment. Ability to work independently and maintain confidentiality.

Key Responsibilities

• 70% - Executive Administrative Support
• 20% - Department Administrative Support
• 10% - Front Office Support

Department Overview

We provide support services in the areas of contracts and grants, travel and reimbursements, purchasing, academic personnel, and information technology.

Department Specific Job Scope

Provide high-level administrative support to the Animal Science Dept Chair. Manage complex calendar scheduling, including coordinating meetings & appts. Draft, edit, & manage correspondence via email on behalf of the Chair. Coordinate & arrange travel. Process & track signature requests for dept documents & approvals. Coordinate conference room reservation requests. Submit & manage guest parking permit requests. Assist with Temporary Affiliate Form requests. Provide general administrative support to the Animal Science Dept Chair as needed. Provide occasional front office coverage. Respond to guest inquiries and provide customer service. Support key requests & merchandise sales.

POSITION INFORMATION

• Salary or Pay Range: $29.40 - $42.14
• Salary Frequency: Hourly
• Salary Grade: 108
• UC Job Title: BLANK AST 3
• UC Job Code: 004722
• Number of Positions: 1
• Appointment Type: Staff: Limited
• Percentage of Time: 100% Fixed
• Shift (Work Schedule): M-F, 8am-5pm
• Location: Davis, Ca
• Union Representation: CX-Clerical/Admin
• Benefits Eligible: Yes
• This position is hybrid (mix of on-site and remote work)

Benefits

Outstanding benefits and perks are among the many rewards of working for the University of California. UC Davis offers a full range of benefits, resources and programs to help you bring your best self to work, as well as to help you and your family achieve your health, wellness, financial and career goals. Learn more about the benefits below and eligibility by visiting UCnet Benefits Page or Benefits Summary for UC Davis Health Employees or Benefits Summary for UC Davis Employees.

• High quality and low-cost medical plans to choose from to fit your family's needs
• UC pays for dental and vision coverage for you and your family
• Retirement plans for eligible employees including Pension and other Retirement Saving Plans
• Supplemental insurance offered including additional life, short/long term disability, pet insurance, legal coverage, accident, critical illness and hospital indemnity
• Pregnancy and Parental Leave, Family & Medical Leave, Adoption Assistance and Pay for Family Care and Bonding for eligible employees
• Lactation Support Program and Family Care discounts and resources
• Employee Well-being resources and programming to support thriving in all aspects of employee’s lives
• On-site Employee Assistance Program including access to free mental health services
• Generous amount of paid Holidays annually as outlined in the UC Policies or Collective Bargaining Agreements
• Paid Time Off/Vacation/Sick Time as outlined in the UC Policies or Collective Bargaining Agreements
• Continuing Education (CE) allowance and Staff Education Reimbursement Program for eligible employees
• Access to free professional development courses and learning opportunities for personal and professional growth
• Public Service Loan Forgiveness (PSLF) Qualified Employer and Student Loan Debt Counseling Program for eligible employees

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
• Pushing/Pulling 0-25 Lbs - Occasional Up to 3 Hours
• Bending/Stooping - Occasional Up to 3 Hours
• Squatting/Kneeling - Occasional Up to 3 Hours
• Twisting - Occasional Up to 3 Hours
• Reaching overhead - Occasional Up to 3 Hours
• Keyboard use/repetitive motion - Frequent 3 to 6 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.

Special Requirements – Please contact your recruiter with questions regarding which activities apply by position

• N/A

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 #CA-CB