Blank Assistant 3 - Davis, CA,

Job Description

Under general supervision, the Program Administrative Assistant is an integral member of the UC ANR Innovate team, helping support the people, programs, and partnerships that move our work forward. The position provides day-to-day administrative, fiscal, scheduling, event, and program coordination support and helps ensure that activities run smoothly and efficiently. Working with a high degree of independence on routine to moderately complex assignments, the coordinator supports purchasing, travel, reimbursements, HR and payroll transactions, contract tracking, budget monitoring, meetings, and events.

The role also serves as a welcoming and responsive resource for staff and external partners, maintains accurate records and documentation, and helps create the strong operational foundation needed for a growing statewide innovation program.

UC ANR Innovate is one of UC Agriculture and Natural Resources' statewide programs, focused on advancing innovation in agriculture and natural resources. The program connects researchers, entrepreneurs, growers, industry, and other partners to move promising ideas and technologies from development to real-world application. Internally, UC ANR Innovate works closely with UC ANR advisors, specialists, and Research and Extension Centers to support innovation, field testing, validation, and adoption across California.

Its work also includes commercialization support, workforce development, and building stronger regional and statewide innovation ecosystems.

The home department is the Office of Innovation.

• Serve as a primary administrative resource for day-to-day operations and provide administrative support to the UC ANR Innovate team.
• Process purchasing requests and requisitions, travel arrangements, reimbursements, expense reports, vendor payments, and other routine administrative transactions in accordance with UC ANR procedures.
• Maintain accurate, organized, and secure office and program records, including confidential HR and fiscal documentation, and follow established retention and access requirements.
• Coordinate recruitment and onboarding logistics, including interview scheduling, workspace and equipment set-up, system access requests, forms, and separation checklists; maintain related records.
• Respond to routine administrative questions, research established procedures, and route complex or policy-sensitive issues to the appropriate resource.

• Manage calendars and coordinate meetings and working sessions, including invitations, RSVPs, agendas, logistics, meeting materials, and follow-up records.
• Coordinate purchasing of project supplies and equipment, maintain office supply inventory, and identify cost-effective sources in accordance with procurement procedures.
• Prepare and route administrative materials for contracts and service agreements; track status, required documentation, deadlines, and deliverables.
• Coordinate logistics for UC ANR Innovate events, including room reservations, catering, participant communications, materials, supplies, and on-site staffing as needed.
• Maintain shared program files, contact lists, calendars, and administrative trackers to support consistent communication and follow-through.

• Process contractor invoices, vendor payments, travel reimbursements, and related documentation; follow up on routine payment issues and maintain records for audit readiness.
• Maintain spreadsheets and financial trackers for program expenditures, commitments, invoices, and balances.
• Review routine ledger activity and supporting documentation, identify discrepancies, and coordinate corrections with the Financial Analyst or…