JOB SUMMARY

Under supervision, perform general administrative functions such as data entry, reception, and filing. Serve as initial contact to the public and provide service to a diverse clientele. Answer and screen incoming calls using a multi-line phone system; record messages; engage in public contact with middle school and high school students, teachers, administrators and parents; make independent responses to verbal and written inquiries and maintain a good appearance of the reception area. Create documents and spreadsheets using computer software applications such as Excel and Word. Schedule appointments for eight Advisors and one Financial Aid Specialist. Update student, school and district records; enter data into a Filemaker Pro database. Order supplies, maintain the supply inventory and assist with equipment inventory. Back-up to accounts payable and travel reimbursement processor.

POSITION INFORMATION

PHYSICAL DEMANDS

• Work at a computer for extended periods of time.
• Lift and transport supplies and equipment weighing up to 30 lbs.

WORK ENVIRONMENT

• Participate in required preventative medical and medical monitoring programs which will include TB screening.
• Work in an office environment with high traffic and frequent interruptions.
• Position is a mandatory reporter for known or suspected child abuse and requires that a statement acknowledging the requirement to report child abuse be signed.
• 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

QUALIFICATIONS

Required:

Minimum Education/Experience

• Experience interacting with individuals of varying ages and cultural backgrounds in person, email and by telephone.
• Experience using computer software such as Microsoft Excel, Word, and Outlook.
• Experience working with various office equipment (fax machine, copy machine, 10-key calculator).
• Experience preparing documents, reports and flyers; experience editing and proof-reading final copy for spelling, syntax, and attractiveness.
• Experience ordering supplies and maintaining inventory.
• Experience with accounts payable using an automated accounting system.

Preferred:

Preferred Education/Experience

• Experience tabulating data.
• Experience multi-tasking, organizing workload and meeting multiple deadlines; skills to set priorities and adapt to changing work priorities.
• Experience working with frequent interruptions.
• Experience using Filemaker Pro database software.
• Experience using multi-line phone system.

• Knowledge of University policies and procedures and federal regulations.
• Show initiative to attempt unfamiliar projects/assignments and respond with flexibility to requests for assistance in problem-solving.
• Maintain accuracy and effectiveness despite frequent interruptions.
• Establish good relationships with participants, school staff and colleagues.
• Organize work to achieve timely progress on multiple simultaneous projects, meet deadlines, and maintain a high level of productivity.
• Work both independently and cooperatively as part of a team.
• Maintain confidentiality regarding student information.
• Be flexible and offer assistance to other Admin staff when workload permits.

SPECIAL REQUIREMENTS

Background Check

This position is a critical position and subject to a background check. Employment is contingent upon successful completion of background investigation including criminal history and identity checks. This position is subject to the California Department of Motor Vehicles Pull Notice System. This position requires a Pre-Employment Physical.

The University of California has implemented a SARS-CoV-2 (COVID-19) Vaccination Program SARS-CoV-2 Vaccination Policy (ucop.edu) covering all employees. To be compliant with the policy, employees must submit proof of vaccination or a University-approved exception or deferral.

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 is an Equal Opportunity/Affirmative Action Employer advancing inclusive excellence. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected categories covered by the UC nondiscrimination policy.