The UCDH School of Medicine (SOM) Office of Research (OR), acts under the direction of the Vice Dean of Research. The SOM OR manages research safety, space oversight, grant facilitation and supports activities for OR. Under the umbrella of OR, the Research Space Oversight and Safety Management Program units support all SOM Research for Davis, and Sacramento including leased space. The Research Space Oversight unit carries out all SOM research space assessments, allocations, and performs as facilitators with various UCD/UCDH units for SOM investigators/departments/units as well as Industry Partners. The Safety Management program sets the standards for safety management and complements individual laboratory safety programs and activities. They serve as a liaison between SOM researchers, campus/UCDH Environmental Health and Safety (EH&S), and outside regulatory agencies. This position has the primary responsibility for supporting in the execution of the Research Space Oversight and Safety Management Program units’ mission.

Job Summary

We offer exceptional employment benefits including medical, dental, and vision plans, generous paid vacations and holidays, excellent retirement savings and investment plans, continuing education, and reduced fee and scholarship programs.

THIS IS NOT AN H1- B OPPORTUNITY

Responsibilities

Under general direction and supervision of the Associate Director the Admin Officer II provides high level administrative support to the Director of Facilities, the Associate Director, Research Space Oversight unit and Safety Management Program Unit. Incumbent is expected to utilize initiative, judgment, and discretion in independently researching, analyzing, and compiling necessary background information to assist management in responding to a wide variety of complex issues. As principal support to the Director, Associate Director and Research Space Oversight/Safety Management Program units, the incumbent responds through verbal and/or written communication to a wide variety of inquiries through interactions with chairs, directors, CAO’s, faculty, staff (internal and external), and the highest levels of Health System, Campus and University administration, including the Offices of the President and the Chancellor; manages complex electronic calendars of the executives, independently committing each to action, determining priorities of meetings and resolving scheduling conflicts; provides support for meetings and travel as needed.

The incumbent is expected to utilize initiative, judgment, and discretion in independently researching, analyzing and compiling necessary background information to assist management in responding to a wide variety of complex issues; researches issues and initiates an array of correspondence on behalf of the Director and other executive leadership; independently assumes responsibility for issues that do not require the executive leadership involvement; applying problem-solving techniques to resolve various situations, and provides referrals to appropriate offices and authorities; must be familiar with UC policies and procedures to review all forms which require approval of the executive leadership. In addition, incumbent assists the Associate Director and other staff member with daily operations such as coordinating purchases/other financial transactions, badge/other facilities requests, facilities project facilitation/oversight (Compass, Beats, etc.), inventory of supplies, and human resources as needed.

Required Qualifications

• Applicants are encouraged to upload license and certification if required of the position.
• Bachelor’s degree or equivalent experience/training and one or more years of related work experience.
• Proven ability to handle highly sensitive and confidential issues that require independent judgment and discretion, maintaining strict confidentiality of sensitive, confidential and/or privileged information.
• Experience working with senior officials and executives from within and outside the University, and ability to think strategically and serve as a sounding board.
• Experience performing complex analytical and administrative support functions in an executive-level office.
• Experience analyzing and extracting complex information to determine level and scope of impact, evaluate risks/consequences, and develop creative solutions.
• Experience managing dynamic electronic calendars, and scheduling and coordinating logistics of large, complex meetings and events.
• Experience coordinating domestic and international travel arrangements and itineraries.
• Experience using various software programs (word processing, presentation, email/calendaring, spreadsheet, and database) to accomplish assignments.
• Professional experience handling sensitive or difficult situations diplomatically, representing high level executives with tact and discretion, and working effectively and sensitively with constituents from diverse cultural backgrounds and perspectives.
• Demonstrated experience working in an office environment that requires interpersonal and communication skills to create and maintain professional collaborative working relationships with an acute understanding of customer service and business processes.
• Demonstrated experience using organizational and time management skills to handle multiple complex projects simultaneously, establish goals, set priorities, and manage competing deadlines.
• Excellent writing, editing, and proofreading skills to produce correspondence and other written materials that reflect high standards and professionalism.
• Experience editing copy for correct grammar, spelling and punctuation.
• Skill to maintain composure under heavy workload, frequent interruptions, and conflicting priorities.
• Proficient with Microsoft (MS) Office Suite software; including Outlook calendars, Word, PowerPoint, Teams, and Excel.
• Experience with using UC Applications such as AggieTravel, Beats, Compass, DaFIS, FacilitiesLink, Kuali, Shared drive, etc.; other applications like Airtable, Box, DocuSign, etc. Skills to maintain and update computer files and records. Skills to learn new software, as necessary.
• Political acumen and sensitivity to different perspectives and political circumstances throughout all levels of the campus as well as the Office of the President and external high-level constituencies.
• Excellent attention-to-detail and organizational skills in all areas of work.

Preferred Qualifications

• Experience working in a higher education environment.
• Experience working in an academic/healthcare setting.
• Expertise with the initiation of transactions in AggieTravel, and various UC applications for purchasing and payment for transactions.
• Experience providing support to advisory councils and special committees.
• Knowledge of campus-wide offices, services and contacts, and campus policies and procedures to interpret inquiries and requests to formulate appropriate action or response.
• Thorough understanding of the mission of UC Davis Health and the sensitive nature of the School of Medicine Dean’s Office
• Working knowledge of the operation and long-range goals and policies of UC Davis and UC Davis Health

Special Requirements

• Hybrid work schedule available.

• The Smoke and Tobacco Free Environment policy is intended to provide a healthier, safer, and more productive work and learning environment for the entire UC community.
• The University of California prohibits smoking and tobacco use at all University owned or leased properties, or facilities operated by UC staff or faculty.
• Smoking and tobacco use are strictly prohibited in indoor and outdoor spaces, parking lots, residential space, and University vehicles.
• https://ucdavispolicy.ellucid.com/documents/view/271
• This position may be subject to a criminal background investigation, drug screen, Live Scan fingerprinting, medical evaluation clearance, and functional capacity assessment.
• The University of California has implemented a SARS-CoV-2 (COVID-19) Vaccination Program SARS-CoV-2 Vaccination Policy (ucop.edu) covering all employees. To be compliant with the policy, employees must submit proof of vaccination or a University-approved exception or deferral.

Diversity, Equity, Inclusion and Belonging

At UC Davis, we’re solving life’s most urgent challenges to bring a fuller, healthier, and more resilient world within reach. We grow from every challenge we take on and we don’t just maintain - we improve.

We recognize that creating an inclusive and intellectually vibrant organization means understanding and valuing both our individual differences and our common ground. The most comprehensive solutions come from the most diverse minds, and you belong here.

As you consider joining UC Davis, please explore our Principles of Community, our Clinical Strategic Plan and strategic vision for research and education, and our latest efforts to outgrow the expected.

The University of California is an Equal Opportunity/Affirmative Action Employer advancing inclusive excellence. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected categories covered by the UC nondiscrimination policy.