Blank Ast 3 (Delegations And Travel Coordinator)

Department Purpose

Global Affairs brings the world to UC Davis, welcoming more than 10,000 international students, scholars and leaders, and hosting programs that inspire global curiosity, understanding and engagement. Compelled by the valuable outcomes of thinking globally, we make transformative opportunities a reality by supporting the thousands of students and faculty learning and researching globally, and by facilitating collaborations that tackle the world’s most pressing challenges through more than 150 global partnerships. Putting our vision of a UC Davis community that engages, thrives, and leads in this interconnected world into action, Global Affairs is in pursuit of an ambitious goal: Global Education for All.

Job Summary

Under general supervision of the Chief of Staff (COS), manage travel and meetings for two Associate Vice Provosts (AVPs) and Assistant Vice Provost/Chief of Staff (AVP/COS). Under the general direction of the Associate Vice Provost (AVP) for Academic Programs and Partnerships (APP), administer all logistical aspects of the Global Affairs International Delegations program and its associated gifts program, providing assistance on matters that can be highly sensitive and confidential due to the personnel and international delegation-related nature of the work conducted in Global Affairs (GA). Work on ad-hoc, special projects and events in accordance with business needs. Provide general oversight, prioritization and coordination of high-level correspondence, reports and documents, primarily in support of campus hosting of international delegations. Work independently and exercise accountability, confidentiality, initiative, originality and independent and sound professional judgment in interpreting, developing, and implementing analytical principles and practices.

POSITION INFORMATION

PHYSICAL DEMANDS

• Work at computer for extended periods of time.
• Lift and maneuver materials weighing up to 25 lbs.

WORK ENVIRONMENT

• 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

• Overtime and flexible working hours may be required during peak periods throughout the year or for emergency situations.
• Work under heavy workload with frequent interruptions and conflicting priorities while maintaining composure at all times.
• Work flexible schedule and occasional overtime to meet the needs of Global Affairs.

MINIMUM QUALIFICATIONS

Minimum Education/Experience:

• Experience working in a business environment that requires interpersonal and communication skills to create and maintain professional collaborative working relationships, and to interact appropriately with faculty, staff, students, the public, and persons at all organizational levels (nationally and internationally); experience working with uncertainty, ambiguity, confidential/sensitive information, and constant change to support executives as they deal with these factors.
• Experience independently working with complex information, determining level and scope of impact, identifying risks, evaluating a range of approaches and developing solutions within the context of priorities, time constraints, and available resources.
• Experience providing administrative management support to high level administrators in a large, complex, multi-disciplined academic environment, preferably in a major research university
• Professional experience and political acumen to handle sensitive or difficult situations confidentially and diplomatically, to represent high level executives with tact and discretion, and to work effectively and sensitively with constituents from diverse cultural backgrounds and perspectives.

Minimum Knowledge, Skills, and Abilities (KSA) :

• Skill to synthesize and summarize information and present it orally and in writing; writing, editing, and proofreading skills to produce correspondence and other materials that reflect high attention to detail and the standards and professionalism of an executive office.
• Organizational and time management skills to manage the details of complex projects and to establish goals, set priorities and follow through to successful completion.
• Analytical and problem-solving skills to anticipate/identify problems and develop creative solutions for resolution and implementation.

PREFERRED QUALIFICATIONS

Preferred Education/Experience:

• Wide-ranging experience working with and coordinating events or visits with international delegations.
• Experience working in a busy environment with competing demands and deadlines, with skill to respond with flexibility and maintain composure under heavy workload, frequent interruptions and conflicting priorities.
• Experience working in an academic environment.
• Experience scheduling and coordinating large, complex meetings, conferences and special events.

Preferred Knowledge, Skills, and Abilities (KSA):

• Knowledge of campus policies and procedures to interpret inquiries and requests to formulate appropriate action or response, as well as familiarity with campus-wide offices, administrative contacts, campus structure and resources.
• Familiarity with campus-wide offices, administrative contacts, campus structures, policies, and resources.

SPECIAL REQUIREMENTS

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.

Background Check

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.

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.