Blank Assistant 3- Hayward, CA,

Job

Location HAYWARD

Full/Part Time Full Time

Internal to ANR employees only.

The Office Administrative Assistant has independent responsibility within the overall goals of the Alameda office for coordination and monitoring of all fiscal and personnel management. The incumbent provides administrative services for a growing number of academic and other personnel as well as fiscal management of an increasing number of contracts and grants.

The Office Administrative Assistant assists the county director in the preparation of budgets for grants and maintains and monitors all financial records. Performs financial research, bank reconciliations, gifts, donations, cash collections, fiscal closing, negotiates contracts with vendors, and maintains records of all financial documentation. Acts as liaison between the county and UCCE Alameda in all aspects of administrative, academic, extramural funds and budget, purchasing/accounts payable, and human resources.

Assists county director in planning and executing grants and reports. Assists Academic Advisors in the preparation and final edition of their program reviews, publications, articles, and reports.

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

Pay Scale: $32.11/hour to $38.55/hour.

Job Posting Close Date: This job is open until filled. The first application review date will be 9/11/2026.

Key Responsibilities:

• 40% Administrative Duties:

  Provide administrative office support for the county director and advisors. Serve as first point of contact for the office; manage walk-ins, answer and route phone calls to appropriate parties, provide general program and procedural information.

  Problem-solve clientele issues before forwarding to appropriate staff/advisors.

  Compose, prepare, edit newsletters, forms, reports, tables, spreadsheets, memos, and general correspondence and other documents using word processing and graphics software from draft through final versions. Assist advisors in compiling and preparing grant proposals.

  Provide administrative support and intercede with Business Operations Center (BOC) to troubleshoot travel report issues for staff/advisers and serve as a delegate in processing travel and entertainment reimbursements and corporate card payments for the county director.

  Coordinate location and meeting logistics for events. Troubleshoot basic tech issues and resolve for staff when possible. Serve as contact person for routine building maintenance and request county and/or UC IT support for more complex technology or telecommunications issues. Prepare outgoing and process incoming mail. Order, inventory and maintain office supplies.

  Provide guidance to advisors and staff on procedures, practices, and implementing policies. Anticipate and prepare reports to support county director, advisors, and staff queries. Maintain updated organizational chart, staff office and emergency contact list. Perform role of ANR Safety Coordinator, enforce safe practices in office, and may attend quarterly Safety Team meetings.

  Provide guidance to advisors and staff on procedures, practices, and implementing policies. Anticipate and prepare reports to support county director, advisors, and staff queries. Maintain updated organizational chart, staff office and emergency contact list. Perform role of ANR Safety Coordinator, enforce safe practices in office, and may attend quarterly Safety Team meetings.

• 45% Fiscal Management:

  Track account milestones and end dates, analyze/recommend budget line-item adjustments for advisors' accounts and program development expenses; initiate/prepare fiscal projections and make recommendations to county director. Prepare annual county expenditure, budget and variance reports for UCOP/ANR Resource Planning & Management office. Consolidate annual program work plans/budgets for reporting.

• 10% Personnel Coordination:

  Work with ANR Human Resources Unit (HR) and supervisor to coordinate new hire, personnel, and separation actions. Assist new employees with completion of UC employment forms provided by HR, and obtain UC ANR logins, email, access to server, office procedures etc. Maintain confidential personnel, safety training, and worker…