Business Office Assistant (BLANK AST 3)

Under general supervision of the Division of Social Sciences Yellow Cluster Business Operations Manager, serve as the initial point of contact for the Department of Psychology. Independently responsible for a variety of administrative support and financial services in the areas of purchasing, accounts payable, general administration, travel & entertainment, and events. Responsible for running errands to campus and in town. Supervise and direct business office student assistants and provide support to the cluster Department Chairs, Yellow Cluster CAO and Business Operations Manager. Act as primary backup to Yellow Cluster Events Coordinator and provide administrative backup to other Yellow Cluster business office units.

Provide administrative program support for DSS Yellow Cluster as well as for the centers and programs that the unit supports. Assist in day-to-day operations. Respond to general inquiries in person, by email, or on the phone. Main point of contact for purchasing and reimbursement for Psychology. Serve as safety coordinator for on campus departments.

Apply By Date

September 22, 2024 at 11:59pm

Qualifications

Minimum Qualifications

For full consideration, applicants are encouraged to upload license, certification and/or educational degree if required of the position.

• Administrative support experience in a professional, front office environment.
• Experience recognizing, identifying, and responding to problems/errors with reimbursements, invoices, and financial transactions.
• Experience using organizational and time management skills to prioritize and coordinate multiple complex and detailed projects simultaneously.
• Experience in reviewing, understanding, and applying travel and entertainment policies and procedures.
• Experience using interpersonal, customer relations and communication skills to effectively interact and communicate with clients, faculty, staff and administrators; and to provide excellent customer service to a culturally diverse constituency of internal and external clients.
• Demonstrated commitment to valuing diversity and contributing to an inclusive working and learning environment.

Preferred Qualifications

• Experience with Aggie Expense, Aggie Enterprise, Prepurchasing, Cashnet, and Finjector.
• Knowledge of University policy and procedure related to accounting, purchasing, and travel processing.
• Knowledge of facilities management and safety related activities.
• Organizational and time management skills to achieve timely progress on multiple simultaneous tasks, meet deadlines, and maintain a high-level of quality with attention to detail.

Key Responsibilities

• 25% - TRAVEL & ENTERTAINMENT
• 25% - PROGRAM SUPPORT
• 35% - PURCHASING & ACCOUNTING & FINANCIAL ADMINISTRATION
• 10% - SPACE & SAFETY COORDINATOR
• 5% - OTHER

Department Overview

Serves six independent units in the College of Letters and Science that are clustered for administrative purposes: Psychology Department, Philosophy Department, Center for Mind and Brain (CMB), Science and Technology Studies Department (STS), Center for Science and Innovation Studies (CSIS), and Cognitive Science.

The units consists of a Department Chair & 2 Vice Chairs (Psychology), Department Chair (Philosophy), Director and Associate Director (CMB), Department Chair (STS), Director of CSIS and Director of Cognitive Science, approximately 70 Senate faculty, 35 Academic Federation faculty, 100+ non-Senate academic employees of varying titles (Graduate Student Researchers, Teaching Assistants, Visiting Scholars, Postdoctoral Scholars, Lecturers), 150+ graduate students, 3200+ undergraduate majors, and 23 staff FTE. Since the Centers draw faculty from different colleges/divisions it requires that this position is conversant and knowledgeable about the many varying units.

Position Information

• Salary or Pay Range: $28.49/hr. - $40.83/hr.
• Salary Frequency: Biweekly
• Salary Grade: 108
• UC Job Title: BLANK AST 3
• Number of Positions: 1
• Appointment Type: Career
• Percentage of Time: 100%
• Shift Hours: Manager will advise
• Location: Davis, CA
• Union Representation: Yes - CX
• Benefits Eligible: Yes
• Hybrid/Remote/On-Site: 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 and eligibility rules by visiting 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
• For eligible roles, 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 Policies or Collective Bargaining Agreement
• Paid Time Off/Vacation/Sick Time as stipulated in the UC Davis Policies or Collective Bargaining Agreement
• Continuing Education (CE) allowance and Education Reimbursement Program as stipulated in the UC Davis 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
• UC Davis cares about building a community, which is why we provide resources to enhance diversity, equity and inclusion as well as Employee Resource Groups (ERGs) to support our staff

Physical Demands

• Lift boxes of materials weighing up to 40 lbs.
• Prolonged sitting and use of computer.

Work Environment

• Work in a demanding environment with multiple competing deadlines and frequent interruptions.
• Work flexible hours and overtime during evenings, weekends and - holidays to meet operational needs.
• Travel to various UC Davis offices located on and off campus, at times on short notice.
• The Smoke and Tobacco Free Environment policy is intended to provide a healthier, safer, and more productive work and learning environment for the entire UC community. The University of California prohibits smoking and tobacco use at all University owned or leased properties, or facilities operated by UC staff or faculty. Smoking and tobacco use are strictly prohibited in indoor and outdoor spaces, parking lots, residential space, and University vehicles. https://ucdavispolicy.ellucid.com/documents/view/271

Special Requirements

This is a critical position, as defined by UC policy and local procedures, and as such employment is contingent upon successful completion of background check(s), including but not limited to criminal record history background check(s)

Diversity, Equity, Inclusion and Belonging

At UC Davis, we're solving life's most urgent challenges to bring a fuller, healthier, and more resilient world within reach. We grow from every challenge we take on and we don't just maintain - we improve. We recognize that creating an inclusive and intellectually vibrant organization means understanding and valuing both our individual differences and our common ground. The most comprehensive solutions come from the most diverse minds, and you belong here. As you consider joining UC Davis, please explore our Principles of Community, our Clinical Strategic Plan and strategic vision for research and education, and our latest efforts to outgrow the expected. The University of California, Davis is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age or protected veteran status.

For the University of California's Affirmative Action Policy please visit: https://policy.ucop.edu/doc/4010393/PPSM-20.

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

Because we want you to be seen, our recruiting process at UC Davis fosters authenticity, diversity, and inclusion. Studies have shown that some people may not apply to jobs unless they meet every single qualification. Each unique role at UC Davis has a set of requirements and you could be perfect for this role, or you could be perfect for the next role! Don't meet all the requirements? We still encourage you to apply! #YouBelongHere