Executive Assistant To The Office Of The Fire Chief (EXEC AST 3 CX)

Under general supervision of the Fire Chief, the Executive Assistant provides analytical support and planning for projects and programs in the Fire Department, provides direct executive support to the Fire Chief, provides office support to the Fire administration, and backup support to other administration staff. Provides administrative support on projects that are sensitive or complex in nature, which require a high level of analytical and critical thinking skills, independent judgment, confidentiality, initiative, and a high degree of professionalism within a fast-paced and dynamic environment, Responsible for project management requiring a high level of analytical and organizational skills. Projects are often variable in nature with strict deadlines. Due to the nature of Fire Department work and the hours of Department operations, projects may require non-standard schedules to complete.

Understands the requirements of the Fire Department in order to support and prioritize requests and activities. Provides primary support to the Fire Chief, staff, and visitors, independently handling items that do not require the attention of the Fire Chief.

Manages the calendar of the Fire Chief and other command staff as needed and requested. Serves as primary contact/liaison to respond to inquiries and calendar requests. Independently manages the Fire Chief's calendar, travel arrangements, and expense processing, which requires understanding of the Fire Chief role to prioritize activities according to urgency and need. Provides meeting management support and travel arrangements for Fire Department command staff.

Provides administrative support by drafting editing, and finalizing various communications such as letters, memos, agendas, public notices, etc. Assists with website updates, web postings, and management of shared files. Provides meeting and event planning, and committee support.

Provides confidential administrative support for collective bargaining activities. Maintains strict confidentiality for these support functions. May require coordination with work performed by Finance, Operations, and Administration support services clusters. Assists department members in providing supervision and oversight to student interns/employees.

Must be able to work independently when provided strategic direction, setting and meeting timelines for projects and work product. Ability to track daily action-items without oversight or follow-up. On occasion, may need to work non-traditional work hours to support afterhours and weekend events and projects.

Must have a student and community-first approach to work.

Apply By Date: March 6, 2025

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

• Bachelor's degree in related area and/or equivalent experience/training.
• Experience in an administrative role performing supporting managers in a fast-paced, customer-oriented office environment with competing demands.
• Experience managing complex electronic calendars and schedules, as well as planning events and coordinating meeting logistics.
• Experience editing grammar, spelling and punctuation to produce letters, memos, reports, press releases and to update website content. Skills and experience in use of the Microsoft Office application suite, including but not limited to Outlook, Word, Excel, Power Point, Publisher, Visio.
• Exceptional writing, editing, and proofreading skills to produce correspondence and other written materials.
• Critical thinking and problem-solving skills, resourcefulness, independent judgment and discretion to gather information and develop meaningful solutions.
• Strong organizational, project management and process design/implementation skills with impeccable multi-tasking abilities.

Preferred Qualifications

• Experience with project management programs such as: Monday.com, Asana, or Freshdesk.
• Experience in marketing, branding, graphic design, and social media communication strategies.
• Experience working in an office support role in an academic or government agency. Experience with products in the Adobe Creative Cloud suite of programs.
• Knowledge of campus policies and procedures to interpret inquiries and requests to formulate appropriate action or response.

Key Responsibilities

• 50% - Analytical & Executive Administrative Support
• 35% - Special Projects/Reporting
• 15% - Administrative Committee Support

Department Overview

This position provides executive administrative support to the Office of the Fire Chief, collaborating with command and administrative support staff to ensure objectives are met.

POSITION INFORMATION

• Salary or Pay Range: $62,000.00 - $109,000.00/year (Department budgeted salary range: $62,000/yr. - $73,750/yr. Commensurate with experience.)
• Salary Frequency: Monthly
• Salary Grade: 155
• UC Job Title: EXEC AST 3 CX
• Number of Positions: 1
• Appointment Type: Career
• Percentage of Time: 100%
• Shift (Work Schedule): M-F, 8am-5pm
• Location: Davis, CA
• Union Representation: Yes - CX
• Benefits Eligible: Yes
• This position is 100% on-site

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
* UC Davis cares about building a community, which is why we provide resources to enhance diversity, equity and inclusion as well as Employee Resource Groups (ERGs) to support our staff

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.

Occasional travel between on and off campus locations. Work occasional overtime and on weekends to meet operational needs. May be required to participate in departmental community education events, i.e. Fire Prevention week, Picnic Day, etc. May be required to occasionally work during hours other than normal business hours to support the Incident Command Structure established during emergency and non-emergency incidents. Employee is personally responsible for following safety guidelines/processes.

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.

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, Davis is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age or protected veteran status.

For the University of California's Affirmative Action Policy, please visit: https://policy.ucop.edu/doc/4010393/PPSM-20

For the University of California's Anti-Discrimination Policy, please visit: https://policy.ucop.edu/doc/1001004/Anti-Discrimination

Because we want you to be seen, our recruiting process at UC Davis fosters authenticity, diversity, and inclusion. Studies have shown that some people may not apply to jobs unless they meet every single qualification. Each unique role at UC Davis has a set of requirements and you could be perfect for this role, or you could be perfect for the next role! Don't meet all the requirements? We still encourage you to apply! #YouBelongHere

To learn more about our background check program, please visit: https://hr.ucdavis.edu/departments/recruitment/ucd/selection/background-checks

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