Administrative Assistant 2 Davis, CA, Job ID 82329

Administrative Assistant 2 Davis, CA, Job ID 82329

University of California Agriculture and Natural Resources

Job Description

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.

Key Responsibilities:

55%

PROGRAM ADMINISTRATIVE SUPPORT

• 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 appropriate campus systems in an accurate and timely manner.
• Process Purchasing Card purchases/requests and maintain supporting documentation, as required. Receives, logs and reconciles 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.

20%

RECEPTION DUTIES

• Provide daily Front Desk Reception support for the ANR Building. Receive, greet and direct telephone callers and visitors in a sharedoffice space withmany interruptions.
• Varied reception duties including determine visitor needs, provide building tours as requested, and preparing 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 FedEx 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 produceprint-ready copy. Data entry into Word and Excel documents.
• Serve as Safety Officer for the unit.

25%

TRAVEL SUPPORT

• 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, workgroups and program teams as required. Complete course and or conference registration purchases for staff in administrative units.

Requirements:

• 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 interact effectively with people from diverse backgrounds and from varied organizational levels in person, over the telephone and via email.
• Experience preparing travel and entertainment expense reports, and purchasing requests; identifying, analyzing, researching and resolving travel and entertainment expense discrepancies and other problems.
• Demonstrated experience planning meetings and assisting in planning of larger events, including registration, identifying and securing meeting space, catering, equipment, supplies, and other logistics. Experience managing multiple calendars and supporting conference calls, including zoom conferencing.
• Recordkeeping and organizational skills to maintain reliable, effective computer and paper filing systems, and up-to-date supply inventories.
• Experience maintaining strict confidentiality, integrity and accountability.

Preferred Skills:

• Experience using UCD campus-based systems (Aggie Enterprise, Aggie Expense, Aggie Ship, Cognos, JDX, PaymentWorks). Experience applying UC, UCD, and ANR Policy and Procedures for travel, entertainment, corporate card use, purchasing, and purchasing card use.
• Excellent organizational and time-management skills to follow tasks through to completion. Ability to work independently, with little supervision to receive, coordinate, and complete assignments from multiple people, and work in a team environment.
• Experience using image manipulation software such as Photoshop to perform standard tasks including converting file formats, changing file size, cropping, rotating and extracting metadata.

Special Conditions of Employment:

• Must possess valid California Driver's License to drive a County or University vehicle. Ability and means to travel on a flexible schedule as needed, proof of liability damage insurance on vehicle used is required. Reimbursement of job-related travel will be reimbursed according to University policies.
• The University reserves the right to make employment contingent upon successful completion of the background check. This is a designated position requiring a background check and may require fingerprinting due to the nature of the job responsibilities. UC ANR does hire people with conviction histories and reviews information received in the context of the job responsibilities.
• As of January 1, 2014, ANR is a smoke- and tobacco-free environment in which smoking, the use of smokeless tobacco products, and the use of unregulated nicotine products (e-cigarettes), is strictly prohibited.
• As a condition of employment, you will be required to comply with the University of California $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.
  
  Key Responsibilities:
  
  55%
  
  PROGRAM ADMINISTRATIVE SUPPORT
  • 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 appropriate campus systems in an accurate and timely manner.
  • Process Purchasing Card purchases/requests and maintain supporting documentation, as required. Receives, logs and reconciles 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.
  20%
  
  RECEPTION DUTIES
  • Provide daily Front Desk Reception support for the ANR Building. Receive, greet and direct telephone callers and visitors in a sharedoffice space withmany interruptions.
  • Varied reception duties including determine visitor needs, provide building tours as requested, and preparing 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 FedEx 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 . click apply for full job details