Administrative Assistant (BLANK AST 2)

Under general supervisor of the Principal Investigator (PI) and his executive assistant, provide administrative assistance to the Vector Genetics Laboratory, a research group dedicated to advancing scientific understanding of the genetics, genomics, and bioinformatics of insect vectors that transmit human and animal disease and to improving vector control strategies through applied research.

The laboratory's major research emphasis includes projects on malaria vectors in Africa and related international collaborations that involve field site work, entomological studies, and community engagement.

In this role, you will coordinate complex domestic and foreign travel for the PI, laboratory staff, and visitors; prepare and submit expense reports and cash advance requests; and serve as a key administrative contact for the lab's travel and logistics. You will also support operational needs through scheduling meetings and calendars, managing purchasing and shipment of supplies and equipment (including for remote field sites), tracking invoices and contracts, and maintaining accurate administrative records.

Additional responsibilities include coordinating vendor communications, editing and proofreading documents, updating lab web content, and planning laboratory events. This position requires strong organizational skills, attention to detail, discretion, and the ability to manage multiple priorities independently in a fast-paced research environment.

This career appointment is for two years from date of hire, with the possibility of extension contingent upon continued funding.

Apply By Date: January 30, 2026

Qualifications

Minimum Qualifications - For full consideration, applicants are encouraged to upload license and/or certification if required of the position

• Demonstrated experience (minimum 2 years) providing administrative support in an academic, research, or complex organizational environment, including supporting faculty, research staff, or project teams with multiple concurrent priorities.
• Documented experience arranging and managing both domestic and international travel for multiple travelers, including flights, lodging, ground transportation, conference registrations, and last-minute or mid-trip changes.
• Proven experience using institutional purchasing systems and purchasing cards, including submitting purchase orders, reconciling charges, selecting appropriate funding sources, and resolving discrepancies with vendors or internal finance staff.
• Demonstrated experience managing invoices, payments, and vendor communications, including tracking payment status, resolving delayed or incorrect payments, and maintaining accurate records or spreadsheets for multiple vendors or accounts.
• Demonstrated knowledge of, or direct experience working within, institutional or organizational travel and expense reimbursement policies, including preparation and submission of expense reports and cash advance requests in compliance with established deadlines and procedures.
• Strong organizational and communication skills, demonstrated by experience coordinating calendars, scheduling meetings, preparing agendas and minutes, tracking action items, and managing competing deadlines with minimal supervision.
• Ability to manage complex, detail-oriented administrative workflows involving multiple stakeholders, including coordinating schedules, tracking deadlines, maintaining accurate records, and communicating effectively with faculty, staff, vendors, and external partners in a fast-paced research or laboratory environment.

Preferred Qualifications

• Prior experience working with UC Davis systems, such as Aggie Enterprise/AggieBuy, UC Travel, or similar enterprise purchasing and travel platforms.
• Experience supporting contracts and agreements, including assisting with new vendor setup, contract extensions or amendments, tracking available funds, and coordinating with purchasing or contracts offices.
• Ability to communicate clearly and professionally with domestic and international vendors and collaborators, including explaining administrative requirements, tracking follow-ups, and resolving issues related to payments, contracts, or scheduling across time zones.
• Skills to organize work effectively to achieve timely progress on multiple simultaneous projects, distribute effort appropriately among the projects, meet deadlines, and maintain a high level of productivity.

Key Responsibilities

• 40% - Travel / Purchasing
• 30% - Invoice and Contracts Management
• 20% - Scheduling
• 10% - Other

Department Overview

The Department of Pathology, Microbiology and Immunology is one of six academic departments in the School of Veterinary Medicine; it provides a unique and critical linkage between the basic and clinical sciences. The mission of the department is the effective integration of the disciplines of immunology, microbiology (including bacteriology, parasitology and virology) and pathology (both anatomic and clinical) into the teaching, research, and service programs of the school and campus. Through this mission, the department promotes the understanding of causes and diagnosis of disease in animals and the mechanisms by which diseases develop at the organismal, cellular and molecular, and, increasingly, genetic levels. The correlated applied (translational) mission is to advance the use of morphologic, microbiologic, biochemical, genetic, and immunologic methods for diagnosis and prevention of disease.

POSITION INFORMATION

• Salary or Pay Range: $25.45 - $36.05/hour
• Salary Frequency: Hourly
• Salary Grade: 109
• UC Job Title: BLANK AST 2
• UC Job Code: 004723
• Number of Positions: 1
• Appointment Type: Career
• Percentage of Time: 100%
• Shift (Work Schedule): Mon-Fri 8am-5pm
• Location: Davis, CA
• Union Representation: Yes - CX
• Benefits Eligible: Yes
• This position is 100% on-site

Benefits

Outstanding benefits and perks are among the many rewards of working for the University of California. UC Davis offers a full range of benefits, resources and programs to help you bring your best self to work, as well as to help you and your family achieve your health, wellness, financial and career goals. Learn more about the benefits below and eligibility rules by visiting either our handy Benefits Summary for UC Davis Health Employees or Benefits Summary for UC Davis Employees and our Benefits Page.

If you are represented by a union, benefits are negotiated between the University of California (UC) and your union and finalized in a contract. Read your bargaining unit's employment contract, stay abreast of current negotiations and learn about collective bargaining at UC: https://ucnet.universityofcalifornia.edu/labor/bargaining-units/index.html

• High quality and low-cost medical plans to choose from to fit your family's needs
• UC pays for Dental and Vision insurance premiums for you and your family
• Extensive leave benefits including Pregnancy and Parental Leave, Family & Medical Leave
• Paid Holidays annually as stipulated in the UC Davis Health Policies or Collective Bargaining Agreement
• Paid Time Off/Vacation/Sick Time as stipulated in the UC Davis Health Policies or Collective Bargaining Agreement
• Continuing Education (CE) allowance and Education Reimbursement Program as stipulated in the UC Davis Health Policies or Collective Bargaining Agreement
• Access to free professional development courses and learning opportunities for personal and professional growth
• WorkLife and Wellness programs and resources
• On-site Employee Assistance Program including access to free mental health services
• Supplemental insurance offered including additional life, short/long term disability, pet insurance and legal coverage
• Public Service Loan Forgiveness (PSFL) Qualified Employer & Student Loan Repayment Assistance Program for qualified roles
• Retirement benefit options for eligible roles including Pension and other Retirement Saving Plans. More information on our retirement benefits can be found here

Physical Demands

• Standing - Occasional Up to 3 Hours
• Walking - Occasional Up to 3 Hours
• Sitting - Frequent 3 to 6 Hours
• Lifting/Carrying 0-25 Lbs - Occasional Up to 3 Hours
• Lifting/Carrying 26-50 lbs - Never 0 Hours
• Lifting/Carrying over 50 lbs - Never 0 Hours
• Pushing/Pulling 0-25 Lbs - Occasional Up to 3 Hours
• Pushing/Pulling 26-50 lbs - Never 0 Hours
• Pushing/Pulling over 50 lbs - Never 0 Hours
• Bending/Stooping - Occasional Up to 3 Hours
• Squatting/Kneeling - Occasional Up to 3 Hours
• Twisting - Occasional Up to 3 Hours
• Climbing (e.g., stairs or ladders) - Never 0 Hours
• Reaching overhead - Occasional Up to 3 Hours
• Keyboard use/repetitive motion - Frequent 3 to 6 Hours

Environmental Demands

• Chemicals, dust, gases, or fumes - Never 0 Hours
• Loud noise levels - Never 0 Hours
• Marked changes in humidity or temperature - Never 0 Hours
• Microwave/Radiation - Never 0 Hours
• Operating motor vehicles and/or equipment - Never 0 Hours
• Extreme Temperatures - Never 0 Hours
• Uneven Surfaces or Elevations - Never 0 Hours

Mental Demands

• Sustained attention and concentration - Frequent 3 to 6 Hours
• Complex problem solving/reasoning - Occasional Up to 3 Hours
• Ability to organize & prioritize - Frequent 3 to 6 Hours
• Communication skills - Frequent 3 to 6 Hours
• Numerical skills - Occasional Up to 3 Hours
• Constant Interaction - Frequent 3 to 6 Hours
• Customer/Patient Contact - Frequent 3 to 6 Hours
• Multiple Concurrent Tasks - Frequent 3 to 6 Hours

Work Environment

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.

Work in open cubicle area where noise from others is present.

Special Requirements - Please contact your recruiter with questions regarding which activities apply by position

• N/A

Misconduct Disclosure Requirement: As a condition of employment, the final candidate who accepts a conditional offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; received notice of any allegations or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer.

A Culture of Opportunity and Belonging

At UC Davis, we're committed to solving life's most urgent challenges and building a healthier, more resilient world. We believe in growing through every challenge, continually striving to improve, and welcoming new perspectives that strengthen our community. We recognize that a vibrant and innovative organization values both individual strengths and shared purpose. The best ideas often emerge when people with different experiences come together.

As you consider joining UC Davis, we invite you to explore our Principles of Community, our Clinical Strategic Plan and strategic vision for research and education. We believe you belong here. The University of California, Davis is an Equal Opportunity Employer. All qualified applicants will be considered for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age or protected veteran status.

To view the University of California's Anti-Discrimination Policy, please visit: https://policy.ucop.edu/doc/1001004/Anti-Discrimination

Because we want you to feel seen and valued, our recruitment process at UC Davis supports openness and authenticity. Research shows that some individuals hesitate to apply unless they meet every qualification. You may be an excellent fit for this role-or the next one. We encourage you to apply even if your experience doesn't match every listed requirement. #YouBelongHere

To learn more about our background check program, please visit: https://hr.ucdavis.edu/departments/recruitment/ucd/selection/background-checks