Requisition Number: 03024243 Final Filing Date: 07-22-2019 Closing Date: Payroll Title: _____ ASSISTANT III Number of Positions: 1 Salary: $23.24-$33.31/HR. Appointment Type: Career Appointment Description: 100% Fixed, Monday-Friday 8:00am-5:00pm Overtime Eligible (FLSA): Non-Exempt Union/HEERA Representation: This position is covered by a collective bargaining unit
Department: DEVELOPMENT: BUSINESS OFFICE - 061034 Department Description: The division of Development & Alumni Relations provides leadership in building enduring public trust, understanding, and support for UC Davis and its mission of teaching, research, and public service. UC Davis' Office of University Development provides leadership, coordination and support services to help the university meet its mission of research, teaching and service by building philanthropic support and executing approved fundraising programs including The Campaign for UC Davis that support the university's highest priorities and initiatives
Location: Davis Allow Applicants to Attach: Resume Cover Letter References
Job Summary: Reporting to the Business Manager, provide financial, administrative, and Business Office support to the division of Development and Alumni Relations with special focus on units located in the Central Development operation. Using independent judgment, communicate and enforce division and university procurement, reimbursement and travel and entertainment policies. Procure goods and services, assist with new employee onboarding process and complete special projects.
Mange busy front desk operation through supervision of student assistants; Provide front desk reception, serving as first point of contact for Development & Alumni Relations (DEVAR) in the UCD Conference Center. Deliver professional customer service, in a high traffic office. Research and provide direction for frequent misdirected callers and visitors. Manage conference room calendars, process incoming and outgoing mail, order and maintain inventory of office supplies; follow and enforce department purchasing policies and procedures, troubleshoot and maintain office equipment.
Acting as project manager, maintain the Division telephone directory and online visual directory, ensuring accurate, current information for staff across both the Davis & Health System campuses. Act as Conference Center Safety & Facilities coordinator. Perform bi-weekly computer updates on conference room laptops in coordination with IT staff. Act as department ATR responsible for telecommunications; troubleshooting, technical support, tracking and monitoring of equipment.
Interview, train and supervise DEVAR Business Operations student assistants, ensuring accuracy and timeliness of work, maintaining work schedules and approving timesheets. Manage workflow of special project request for student assistance. Act as backup for Unit Business Analysts as needed. Assist other Business and Administrative Services personnel in financial and human resources activities.
Physical Demands: Sit for extended period of time working on a keyboard. Position requires lifting boxes and supplies up to 30 lbs.
Work Environment: Work occasional overtime.
Vacation is restricted during fiscal closing, which is generally June through mid-July.
Must provide own transportation to off-site events and meetings.
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.
Background Check Required: Yes
Minimum Qualifications: Experience providing excellent customer service in a fast-paced, professional office environment, working with staff from all levels within an organization, including senior leadership, community leaders and high ranking officials, where political acumen and professionalism are required.
Experience in front desk operations: managing a multi-line phone system, scheduling meetings and maintaining calendars, maintaining and ordering supplies.
Experience fulfilling requests to purchase products or services, auditing requests to ensure compliance with policy and budget. Skills to research purchase options and to identify best solutions to meet business needs.
Experience and technical aptitude to troubleshoot and provide technical support for office equipment, telephone and cell phone equipment. Knowledge of cell phone technology.
Experience in project management requiring resourcefulness and judgment to gather complete information, develop a range of options consistent with policies, prepare reports and make creative recommendations to address issues and inform business decisions.
Experience managing a high volume workload with shifting priorities and frequent interruptions. Ensure accuracy and productivity by utilizing excellent time management and prioritization skills.
Computer skills and experience using Microsoft Word, Excel, Outlook, web browsers and other software applications to store, retrieve and manipulate data, and produce reports.
Written, verbal and interpersonal skills, including the skill to interpret, understand and follow verbal and written instructions, and to respond appropriately. Attention to detail, using appropriate grammar, punctuation and spelling in written work.
Preferred Qualifications: Experience using automated financial information and reporting systems.
Experience using Kuali Financial System, DaFIS and AggieTravel, including transaction processing, queries and decision support.
Experience, training and supervising student employees who have minimal work experience.
Experience using advanced features of Microsoft Outlook calendar program.
Knowledge of processing UCD travel and entertainment. Familiarity with policies, guidelines and restrictions.
Knowledge of Development/fundraising programs, preferably in a higher education environment
The University of California is an Equal Opportunity/Affirmative Action Employer advancing inclusive excellence. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected categories covered by the UC nondiscrimination policy.
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UC Davis is the home of the Aggies — go-getters, change makers and problem solvers who make their mark at one of the top public universities in the United States. Since we first opened in 1908, we’ve been known for standout academics, sustainability and Aggie Pride as well as valuing the Northern California lifestyle. These themes are woven into our 100-plus-year history and our reputation for solving problems related to food, health, the environment and society.Our 5,300-acre campus is in the city of Davis, a vibrant college town of about 68,000 located in Yolo County. The state capital is 20 minutes away, and world-class destinations such as the San Francisco Bay Area, Lake Tahoe and the Napa Valley are within a two-hour drive.