Summary Sheet: Administration |
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| Advertiser Name | University of California Agriculture and Natural Resources | | Advertiser Type: | Company |
| Classification: | Administration | | Subclassification: | |
| Country: | United States | | Location: | United States |
| Language: | English - United Kingdom (en-GB) | | Contact Name: | |
| Employment Type: | Permanent | | Workhours: | Full Time |
Position: Administrative Assistant 3 Davis, CA, Job ID 80659 |
Description: Administrative Assistant 3 Davis, CA, Job ID 80659
University of California Agriculture and Natural Resources
Job Description
Under supervision from the Business Officer, provide administrative and programmatic support specific to the activities of the UC ANR Statewide Programs and REC Operations Unit. Assist affiliated programs, academics and senior leadership with the coordination of all Department activities, and the implementation of program goals where assigned.
This position is a career appointment that is 100% fixed.
Pay Scale: $29.40/hour to $35.32/hour
Job Posting Close Date: This job is open until filled. The first application review date will be 9/8/2025.
Key Responsibilities:
70%
PURCHASING AND TRAVEL SUPPORT
- Serve as Statewide Program and REC Operation's purchasing main point of contact. Prepare purchase transactions including; Requisitions, Purchase Orders, Non-PO Invoices, Honoraria, Stipends, Vendor set up and maintenance. Complete Purchasing Card purchases and maintain supporting documentation, as required. Receive, log and reconcile procurement card orders and ensure each transaction is verified by the Fiscal Officer within 5 days of delivery. Serve as the UC ANR liaison for all equipment inventories with the ANR Statewide Programs and REC Operations Unit Equipment Custodian.
- Organize and maintain accurate and up-to-date files.
- Serve as ATR (Authorized Telecommunications Representative) for the unit.
- Provide expertise and guidance to UC ANR staff and academics in the use of the Aggie Travel system and UC travel and entertainment policy and procedure.
- Prepare travel and entertainment reports using the Aggie Expense reimbursement system for senior leadership, program area chairs, workgroups and program teams as needed.
- Assist with special projects as needed.
15%
PROGRAM ADMINSTRATIVE SUPPORT
- Proofread and edit documents for accuracy, consistency of format, professional appearance, style, spelling, grammar, punctuation, format, recognizing errors, and making appropriate corrections.
- Formatvarious files and produce print-ready copy.
- Data entry into Word and Excel documents.
- Create and maintain websites for various units. Create, update and maintain complex spreadsheets.
- Prepare final documents for printing and distribution.
- Prepare online surveys and data entry of evaluation results.
- Maintain mailing list databases for program activities as assigned.
- Prepare agendas, minutes, correspondence, budgets and reports, which may include graphic figures and statistical tables. Assist team members by submitting position description documents in Job Builder.
-Provide meeting scheduling and support.
-Works on sensitive issues, priorities, protocol, etc.
15%
BACKUP RECEPTION DUTIES
- Receive, greet and direct telephone callers and visitors in a shared office space with frequent interruptions.
- Varied reception duties include: determining visitor needs, preparing name badges and visitor logs.
- Receive, sort and distribute mail and packages. Provide information regarding mailing to international and domestic locations.
- Assist with scheduling conference rooms and any conflicts that may arise.
Requirements:
- High school diploma or equivalent experience.
- Thorough knowledge in administrative procedures and processes including word processing, spreadsheet and database applications.
- Experience providing customer service to a diverse clientele over zoom, telephone, in-person and email.
- Experience maintaining strict confidentiality, integrity and accountability. Exercising discretion in dealing with personnel and financial matters, controversial and sensitive issues.
- Experience managing multiple, often competing tasks, while working with minimal supervision.
- Verbal and written communication skills, active listening, critical thinking, multi-tasking and time management skills.
Preferred Skills:
- Experience using Aggie Enterprise Purchasing, Payables, Invoicing modules. Experience using Aggie Expense Travel and Expense reimbursement system.
Special Conditions of Employment:
- Must possess valid California Driver's License to drive a County or University vehicle. Ability and means to travel on a flexible schedule as needed, proof of liability damage insurance on vehicle used is required. Reimbursement of job-related travel will be reimbursed according to University policies.
- The University reserves the right to make employment contingent upon successful completion of the background check. This is a designated position requiring a background check and may require fingerprinting due to the nature of the job responsibilities. UC ANR does hire people with conviction histories and reviews information received in the context of the job responsibilities.
- As of January 1, 2014, ANR is a smoke- and tobacco-free environment in which smoking, the use of smokeless tobacco products, and the use of unregulated nicotine products (e-cigarettes), is strictly prohibited.
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.
a. "Misconduct" means any violation of the policies or laws governing conduct at the applicant's previous place of employment, including, but not limited to, violations of policies or laws prohibiting sexual harassment, sexual assault, or other forms of harassment, discrimination, dishonesty, or unethical conduct, as defined by the employer. For reference, below are UC's policies addressing some forms of misconduct:
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- High school diploma or equivalent experience.
- Thorough knowledge in administrative procedures and processes including word processing, spreadsheet and database applications.
- Experience providing customer service to a diverse clientele over zoom, telephone, in-person and email.
- Experience maintaining strict confidentiality, integrity and accountability. Exercising discretion in dealing with personnel and financial matters, controversial and sensitive issues.
- Experience managing multiple, often competing tasks, while working with minimal supervision.
- Verbal and written communication skills, active listening, critical thinking, multi-tasking and time management skills.
Preferred Skills:
- Experience using Aggie Enterprise Purchasing, Payables, Invoicing modules. Experience using Aggie Expense Travel and Expense reimbursement system.
Special Conditions of Employment:
- Must possess valid California Driver's License to drive a County or University vehicle. Ability and means to travel on a flexible schedule as needed, proof of liability damage insurance on vehicle used is required. Reimbursement of job-related travel will be reimbursed according to University policies.
- The University reserves the right to make employment contingent upon successful completion of the background check. This is a designated position requiring a background check and may require fingerprinting due to the nature of the job responsibilities. UC ANR does hire people with conviction histories and reviews information received in the context of the job responsibilities.
- As of January 1, 2014, ANR is a smoke- and tobacco-free environment in which smoking, the use of smokeless tobacco products, and the use of unregulated nicotine products (e-cigarettes), is strictly prohibited.
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.
a. "Misconduct" means any violation of the policies or laws governing conduct at the applicant's previous place of employment, including, but not limited to, violations of policies or laws prohibiting sexual harassment, sexual assault, or other forms of harassment, discrimination, dishonesty, or unethical conduct, as defined by the employer. For reference, below are UC's policies addressing some forms of misconduct:
- UC Sexual Violence and Sexual Harassment Policy
- UC Anti-Discrimination Policy
- Abusive Conduct in the Workplace
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