Executive Assistant/Dept. Coordinator BMM

This position provides high-level administrative support to the Department Chair and faculty while serving as the primary coordinator for Chair-led initiatives. The role requires extensive collaboration with university administrators, faculty, staff, students, and external stakeholders. The incumbent will provide daily assistance to the Department Chair, exercising independent judgment and discretion while maintaining flexibility to address varying requests and priorities. Core responsibilities include coordinating departmental initiatives and maintaining executive-level accountability for complex administrative and analytical tasks.

Key functions encompass coordinating the department seminar series, managing the Chair’s calendar, and organizing department-wide events and symposia. The position demands strong problem-solving abilities to manage complex, multi-step projects, meticulous record-keeping to maintain organized departmental documentation, and exceptional written and verbal communication skills to support professional interactions across all levels. Additionally, the role requires comprehensive knowledge of University and UCDH policies, particularly regarding travel procedures, reimbursement processes, and purchasing guidelines.

The successful candidate will demonstrate executive-level administrative and analytical capabilities, coupled with sound judgment and decision-making skills. Essential qualifications include excellent communication abilities, a high degree of professionalism, discretion, and tact in all interactions. The position requires strong analytical skills, collaborative teamwork abilities, and the capacity to maintain composure under pressure while working with diverse stakeholders. Flexibility and adaptability to shifting priorities are crucial for success in this dynamic environment.

This position is fundamental to departmental success, directly enhancing faculty effectiveness and streamlining departmental operations through comprehensive administrative coordination and strategic support.

Apply By Date: 7/26/2026 at 11:59 pm – Interviews and recruiting process may occur at any time

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

• Required to hold a valid California driver’s license, have a driving record that is in accordance with local policies/procedures, and/or enroll in the California Employer Pull Notice Program
• High School Diploma, GED or equivalent work experience
• Experience providing executive level support.
• Experience in scheduling and coordinating large-scale conferences/meetings and special events.
• Ability to multi-task to manage multiple inputs and ensure follow-through on all activities.
• Advanced skills and experience to convey complex issues while competently using excellent verbal and written communication skills.
• Demonstrated skills to effectively and efficiently manage multiple, complex electronic calendars.
• Ability to recognize matters requiring confidentiality and ability to exercise discretion in dealing with controversial or potentially sensitive topics.

Preferred Qualifications

• Experience in a research/academic oriented unit
• Experience in preparing briefing documents, white papers and in creating presentations using software (i.e. Power Point)
• Experience working independently and collaboratively as part of a team with minimal supervision.
• Experience with handling sensitive or difficult situations diplomatically and to work effectively and sensitively with constituents from diverse cultural backgrounds and perspective.
• Project management experience to advance initiatives (both long-term and immediate projects)
• Knowledge of UC Davis Health and School of Medicine policies and procedures.

Key Responsibilities

• 50% - Chair Support
• 40% - Department Coordinator
• 10% - Other Departmental Support

Department Overview

The School of Medicine Basic Sciences Administrative cluster provides administrative support to three separate and distinct Basic Science departments: the Department of Biochemistry and Molecular Medicine, the Department of Cell Biology & Human Anatomy, and the Department of Physiology & Membrane Biology. The mission of these departments is to conduct innovative research, engage in high-level service, and provide excellent educational opportunities and mentoring to students, postdoctoral f…