Administrative Assistant (BLANK AST 2)

Under general direction of the Director, this position serves as the first point of contact and subject matter expert on event planning related services at UC Davis. Independently analyze client's event needs and provide guidance on available services including use of applications for alcohol permits, sound permits, room reservations, apartment reservations, etc. Manage alcohol and sound permit processes within delegated scope of responsibility. Incumbent is responsible for cash and check deposits for the department, as well as processing travel for department staff and conference guests.

Apply By Date: November 28, 2024 at 11:59pm

Minimum Qualifications

For full consideration, applicants are encouraged to upload license, certification and/or educational degree if required of the position.

• Experience performing administrative support using software programs such as Microsoft Office Suite (Excel, Outlook, Work, Power Point) to manage electronic calendars, schedules, and details of large complex events in a fast-paced, high-volume environment.
• Experience managing multiple simultaneous projects, setting priorities, tracking progress, meeting deadlines and producing accurate, detail-oriented results with frequent interruptions.
• Experience performing business and financial transactions, including account management, fiscal record keeping and reconciliation of expenses. As well as the mathematical skills to calculate fees, process transactions and recharges in accordance with campus cashiering policies and practices.
• Interpersonal skills to communicate in a positive, tactful and effective manner in person and by telephone with a diverse group of people, to relay messages accurately and appropriately, and provide excellent customer service. Including difficult to handle, sensitive and confidential issues.

Preferred Qualifications

• Experience working with the Campus Event Management System.
• Experience analyzing, interpreting, and administering complex UC Davis and/or ambiguous policies and procedures pertaining to the use of facilities, services and rates.
• Demonstrated experience using automated financial information systems (i.e. Oracle, KFS, Decision Support preferred).
• Strong verbal and written communication skills. Knowledge of campus locations, policies and procedures.
• Skills to interpret a map and provide verbal instructions/directions to customers.
• Knowledge of the complex Campus Scheduling Matrix, and policies related to access, food service, alcohol control, amplified sound, security, physical plant, rate structures, and risk management.
• Organizational, time management and analytical skills to work effectively under deadlines while paying careful attention to detail.

Key Responsibilities

• 85% - Department and Event Administrative Support
• 15% - Outreach/Training and Development

POSITION INFORMATION

• Salary or Pay Range: $ 24.66 - $ 34.93/hr. (Department budgeted salary range: $24.66 /hr. - $27.39/hr. Commensurate with experience.)
• Salary Frequency: Bi-Weekly
• Salary Grade: 109
• UC Job Title: BLANK AST 2
• Number of Positions: 1
• Appointment Type: Staff: Career
• Percentage of Time: 100%
• Shift Hours: M-F
• Location: Davis, CA
• Union Representation: Yes - CX
• Benefits Eligible: Yes
• Hybrid/Remote/Onsite: 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

• Sit/stand at computer for extended periods of time. Occasional mandatory overtime may be required during peak times and special events. Modified work schedule on short notice to cover other shifts. Restricted vacation use during peak workload periods. On occasion, work in inclement weather conditions.
• 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

Special Requirements

• This is a critical position, as defined by UC policy and local procedures, and as such, employment is contingent upon successful completion of background check(s), including but not limited to criminal record history background check(s)

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