Administrative Assistant (News & Media Relations)

University of California- Davis Health
$
vision insurance, parental leave, paid time off, paid holidays, sick time, long term disability, tuition reimbursement, remote work
United States, California, Sacramento
Dec 19, 2024
Apply for Job Job ID 74753 Location Sacramento Full/Part Time Full Time Add to Favorite Jobs Email this Job Job Summary The News & Media Relations (N&MR) Administrative Assistant provides professional-level administrative support to the News team and its director, under minimal supervision. The N&MR Admin Assistant provides support with the publication of news articles and press releases for the media and the UC Davis Health website. The NM&R Admin Assistant is the primary telephone contact for media and other callers. The NM&R Admin Assistant must exercise and demonstrate a high level of sensitivity and confidentiality, using sound judgement and discretion in representing the department. This position requires excellent communication skills and experience, including the ability to use interpersonal, verbal and written skills in order to deal effectively and patiently with people from diverse backgrounds and cultures. Responsibilities include but are not limited to: Act as the primary telephone contact for media and other callers Support the news team in posting news stories using a web content management system (TeamSite) for internal and external audiences Monitor and update designated intranet and internet pages, focusing on daily content updates and ensuring dated posts are removed automatically or manually Work with department staff to review and edit pages Maintain and update the events sections of The Insider website daily News Content and Distribution Office Administration and General Support Serve as a member of the department-wide administrative team Participate in assigned cross-training activities to provide back-up support for the work functions of other administrative team members Support other department and unit-wide administrative projects as directed Manage calendars and schedule meetings for the News Director and weekly News huddle meetings Schedule virtual meetings using Zoom, WebEx, MS Teams, and other online platforms Apply By Date: January 8th, 2025 at 11:59 PM Minimum Qualifications: For full consideration, applicants are encouraged to upload their license, certification, and educational degree/diploma if required for the position High school diploma OR equivalent experience Demonstrated proficiency with all MS Office applications, including MS Word, PowerPoint, and Excel Experience using databases and web content management systems Experience providing administrative support in a professional office environment Ability to support department staff in person and using web-based virtual communication platforms Experience writing clear and concise communications, with accurate spelling, grammar, and punctuation Excellent editing and copy-editing skills to produce clear, error-free communication Thorough knowledge of the English language and its proper usage in both oral and written communications aimed at a variety of goals and intended for diverse audiences Excellent oral communication skills Ability to interact effectively, courteously, and cooperatively with tact and diplomacy with a wide range of individuals, including faculty/physicians and staff; business professionals; news reporters; patients; consumers and vendors Ability to establish and maintain positive working relationships throughout the University, health system, and community Strong project management skills, including the ability to plan, establish objectives, procedures, and standards, implement and evaluate outcomes/success Excellent organizational skills and time management skills to coordinate the many details of multiple projects simultaneously; prioritize work independently; manage and meet multiple deadlines, work quickly and with minimal supervision, showing independent judgment, accuracy, and initiative Ability to anticipate problems and recommend and/or implement changes and solutions Research skills to quickly and accurately gather information on a wide variety of topics and issues, using multiple online and other resources Ability to prepare establish, and maintain positive working relationships throughout the University, health system, and community Ability to work well independently, as well as part of a collaborative team to accomplish multiple, high-priority tasks; be highly resourceful Ability to react with flexibility and patience to maintain efficiency and accuracy under pressure created by heavy workload, shifting priorities, and multiple requests Must be able to meet tight deadlines Exceptional customer-service skills including problem-solving, cooperative language, empathy, flexibility, and ability to work with clients and staff within the department for quick and effective responses and problem resolution as they arise Ability and willingness to support institutional customer service requirements Experience adhering to compliance requirements, controls, policies and procedures Ability to interpret and apply UC Davis and UC Davis Medical Center policies and procedures Ability to closely follow HIPAA and other privacy regulations, copyrights, public information, and related requirements Ability to learn new computer software and new tasks quickly, remain flexible, and adapt to constantly changing priorities or assignments Ability to maintain and understand the need for professionalism at all times Willingness to learn and adhere to the UC Davis Principles of Community Preferred Qualifications Experience with UC Davis Health Knowledge of content management systems such as Teamsite Knowledge of health care or news operations Key Responsibilities 65% - News Content and Distribution 20% - Office Administration and General Support 15% - News Team Administrative Support Department Overview The Department of Public Affairs and Marketing plans, manages, and implements strategic communications (such as news services, public relations, marketing, and internal and external communications) for UC Davis Health. Communications are aimed at a wide range of key constituencies such as the news media; UC administration; UC Davis faculty, staff, and students; government/regulatory leaders; external physicians; business leaders; patients and health care consumers; and the general public. POSITION INFORMATION Salary or Pay Range: $28.49 - $40.83; Budgeted salary not to exceed $31.92 Salary Frequency: Hourly Salary Grade: 108 UC Job Title: BLANK AST 3 Number of Positions: 1 Appointment Type: Career Percentage of Time: 100% Full-time Shift Hours: Monday - Friday, 8:00 am - 5:00 pm (08 hours) Location: Broadway Building, Sacramento, CA Union Representation: CX-Clerical/Admin Benefits Eligible: Yes Hybrid/Remote/Onsite: This position is hybrid. It will be a variable mix of On-site (50 to 70 % of the time) and remote work (30 to 50 % of the time) THIS IS NOT AN H-1B VISA OPPORTUNITY 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 - Continuous 6 to 8+ Hours Lifting/Carrying 0-25 Lbs - Occasional Up to 3 Hours Keyboard use/repetitive motion - Continuous 6 to 8+ 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 This position requires extensive use of computers and office equipment, communicating in person and by telephone, and working in a fast-paced environment The Employee must always present a professional appearance Must be able to work onsite in Sacramento, CA as required (50-70% of the time) Special Requirements This is a critical position, as defined by UC policy and local procedures, and as such, employment is contingent upon the successful completion of background check(s), including but not limited to criminal record history background check(s) This position is designated as a mandated reporter under CANRA and UC policy, and employment is contingent on compliance with applicable policies, procedures, and training requirements 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 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 for 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 #CA-ZM