Administrative Assistant - Davis, CA,

Position Summary: Under general supervision of the Agriculture and Natural Resources (ANR) Statewide Program and REC Operations Director and Associate Director, assist in the management of administrative calendars, screen and prioritize visitors and incoming telephone calls, prepare and/or revise a wide variety of materials, make travel arrangements. Facilitate Vice President and Associate Vice President's communications and actions, supporting various administrative committees, meetings or groups convened or managed by both AVP's or Vice Provosts.

Provide discrete communication, critical for program management. Provide support for Statewide Programs and other units as assigned. Serve as purchasing representative for Statewide Programs.

This position is a career appointment that is 100% fixed.

Pay Scale: $25.45/hour to $30.23/hour

Job Posting Close Date: This job is open until filled. The first application review date will be 11/21/2025.

• PROGRAM ADMINISTRATIVE SUPPORT (55%)
  • Prepare/review purchase requests and related documentation. Coordinate purchases of supplies and services for Statewide Programs and other units as needed.
  • Serve as the first point of contact for the Business Operations Center regarding day‑to‑day financial transactions and ensure accurate and necessary information is communicated to the BOC staff and entered into appropriate campus systems in an accurate and timely manner.
  • Process Purchasing Card purchases/requests and maintain supporting documentation, as required. Receive, log and reconcile all procurement card orders.
  • Serve as purchasing coordinator for the unit.
  • Update websites using Drupal editing software.
  • Compile text and images from educational materials to create documents.
  • Create and maintain various spreadsheets.
  • Prepare final documents for printing and distribution.
  • Prepare online surveys and data entry of evaluation results.
  • Maintain mailing list databases for all program activities.
  • Prepare agendas, minutes, correspondence, budgets and reports, which may include graphic figures and statistical tables.
  • Update Chartstrings in Finjector.
  • Assist with special projects as needed.
• RECEPTION DUTIES (20%)
  • Provide daily Front Desk Reception support for the ANR Building. Receive, greet and direct telephone callers and visitors in a shared office space with many interruptions.
  • Determine visitor needs, provide building tours as requested, and prepare name badges and 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.
  • Coordinate work requests through various ANR Building contacts and Special Services, as needed. Coordinate and initiate Fed Ex shipments and general mailing of various UC ANR program materials and publications. Prepare program mailings and keep database of addresses for special mailings.
  • Proofread and copy edit documents for accuracy, consistency of format, professional appearance, and style, spelling, grammar, punctuation, format, recognizing errors and making appropriate corrections. Format various files and produce print‑ready copy. Data entry into Word and Excel documents.
  • Serve as Safety Officer for the unit.
• TRAVEL SUPPORT (25%)
  • Prepare travel and entertainment reports using an online system. Provide expertise and guidance to UC ANR staff and academics in the use of the Aggie Expense Travel system and UC travel and entertainment policy and procedures.
  • Coordinate all Travel for affiliated users for the senior leadership, work groups and program teams as required. Complete course and or conference registration purchases for staff in administrative units.

• High school diploma or equivalent experience.
• Intermediate to advanced computer skills in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint), Adobe Acrobat, Zoom scheduling, and calendaring.
• Demonstrated skills applying and proofreading for correct grammar, spelling, and punctuation. Skill to compose routine business correspondence and other documents related to the position's tasks.
• Demonstrated oral and written communication skills to…