Executive Assistant to the ULVP (EXEC AST 3 CX)

Under general supervision of the University Librarian and Vice Provost of Digital Scholarship (UL), provide executive administrative assistance, and serve as a team member to support the daily administrative activities of the UL’s Office. Independently assess and respond to a wide variety of inquiries and issues from staff, students and the public on behalf of the UL, including those highly-sensitive in nature or with campuswide or systemwide impact. Manage information and act as liaison to special task forces, panels, and committees. Apprise the UL of critical and important issues. Manage the UL’s complex calendar by understanding the UL’s commitments and responsibilities to prioritize activities, allotting appropriate time for meetings and projects according to urgency and need. Coordinate meetings, events, and travel, working closely with various Library colleagues, campus departments, UC systemwide groups, advisory boards, committees, and donors.

Partner in the development and implementation of efficient and effective systems for managing information, projects and communications to ensure accurate and timely responses on behalf of the UL. Provide high-level principal administrative and project management support and analysis for diverse and fast-paced deliverables related to the role of the UL. Track action items and deliverables and provide briefings to the UL on the status of issues and impending deadlines. Maintain confidentiality of issues and materials reviewed, including those related to academic merit reviews. Exercise a high level of discretion and judgment in communicating effectively with all internal and external parties, to manage and accomplish the work of the UL.

Apply By Date: May 19, 2026

Qualifications

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

• No Minimum Education Required
• Professional experience to address sensitive or difficult situations diplomatically, to represent the UL’s office with tact and discretion, and to work effectively and sensitively with a diverse range of donors, patrons, advisory board members, and staff.
• Experience providing administrative and project management support to high-level administrators in a complex, multi-disciplined environment. Experience coordinating dynamic and complex schedules, meetings, programs, and events.
• Experience working in an executive office environment. Interpersonal and communication skills to create and maintain professional collaborative working relationships with an acute understanding of customer service and business processes.
• Experience using various software programs (word processing, spreadsheets, databases, presentation software, etc.) to accomplish assignments. Experience researching data and summarizing information.
• Organizational and time management skills to achieve timely progress on multiple simultaneous tasks, meet deadlines, and maintain a high level of quality and attention to detail.
• Writing, editing, and proofreading skills to produce correspondence on behalf of others, for internal and external dissemination, and other written materials that reflect the high standards and professionalism of an executive office. Experience editing copy for correct grammar, spelling, and punctuation.
• Professional 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.

Preferred Qualifications

• Bachelor's degree or an equivalent combination of education.
• Experience providing administrative management support to a high-level administrator in a large, complex, multi-disciplined academic environment, preferably a major research university.
• Experience evaluating issues, assessing a range of problem-solving approaches, and developing creative solutions within the context of priorities, time constraints, and available resources.
• Experience gathering and synthesizing information from a variety of sources with skill to translate, define, and present the information.
• Familiarity with campus-wide offices, administrative contacts, campus structures, policies, and resources.
• Knowledge of and skill to interpret and apply UC and campus policies and procedures, especially pertaining to executive travel and entertainment.

Key Responsibilities

• 45% - Executive Support
• 45% - Analytical, Writing, and Project Support
• 10% - Development Support

Department Overview

The University Library consists of the Peter J. Shields Library in Davis and the Blaisdell Medical Library in Sacramento. Visit http://www.lib.ucdavis.edu for more information about the Library.

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
• Appointment Type: Career
• Percentage of Time: 100%
• Shift (Work Schedule): M-F 8-5pm
• Location: Davis, CA
• Union Representation: Yes - 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 rules by visiting either our handy Benefits Summary for UC Davis Health Employees or Benefits Summary for UC Davis Employees and our Benefits Page.

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 occasional overtime to meet operational needs.

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