Administrative Assistant - Designated Programs

This is a multi-function position, the purpose of which is to meet the needs of the department in a variety of roles. This position provides administrative support and customer service in a high-volume office supporting the daily activities of the department. This position provides service and support to all FNS staff. The incumbent should have experience using strong interpersonal, verbal and written skills in order to communicate effectively and patiently with people from diverse backgrounds and cultures.

The incumbent is responsible for assisting the Administrative Assistant 3, Administrative Officer 2 and Administrative Officer 3 Supervisor, Supervisors and Managers with departmental projects to meet goals and objectives. This position is knowledgeable of staff personnel policies; familiar with operational practices; knowledgeable of Department and UCD/UC Davis Health policies, procedures, processes and systems to support Managers and Supervisors to accomplish the mission of the Department.

Apply By Date: 2/14/2025 at 11:59 pm - Interviews and recruiting process may occur at any time

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

• No minimum education requirements
• Experience providing administrative support in a high-volume office.
• Knowledge and experience of but not limited to Microsoft Office products such as Word, Excel, PowerPoint; online payroll, time and attendance and human resource systems.
• Excellent organizational and time management skills to effectively complete a heavy varied workload with frequent interruptions; prioritize and coordinate multiple work assignments and deadlines effectively; maintain composure under heavy workload, conflicting priorities or difficult callers/staff.
• Well-developed communication (verbal/written) and customer service skills
• Skills to develop innovative solutions, to attempt difficult and unfamiliar project assignments, and to respond with flexibility to requests for assistance in problem-solving and organizational development.
• Skills to research, extract, compile, elicit, and summarize information from a variety of sources to prepare reports and information clearly and concisely.
• Ability to perform detailed work independently, accurately, and efficiently to meet on-going critical deadlines.
• Knowledge of standard office procedures and equipment; ability to set up and accurately maintain a filing system.
• Skill to discern sensitive issues and maintain confidentiality.
• Skill to anticipate, avert, and resolve issues of workflow, work processes, and task allocations.
• Skills to develop innovative solutions, to attempt difficult and unfamiliar project assignments and to respond with flexibility to requests for assistance in problem-solving and organizational development. Skill to research, extract, compile, elicit, and summarize information from a variety of sources to prepare reports and information clearly and concisely.
• Ability to obtain or generate personnel related data from multiple sources and preparing and presenting accurate reports in an effective and professional format.
• Skill to assist management team and other employees in producing clear, concise letters and/or submissions of documents by editing.
• Skill to be resourceful and diplomatic in facilitating the completion of projects.

Preferred Qualifications

• Experience working with internal/UCD and external customers, including professional levels, within a culturally diverse environment.
  
  

Key Responsibilities

• 60% - EXECUTIVE/ADMINISTRATIVE SUPPORT
• 20% - TRAINING/EDUCATION SUPPORT
• 20% - PERSONNEL

Department Overview

The Food and Nutrition Services Department (FNS) is responsible for providing food services (patient, retail, catering) and clinical nutrition services (inpatient, outpatient and dietetic internship program) as well as ancillary services such as conference services to UC Davis Health.

POSITION INFORMATION

• Salary or Pay Range: $24.66 - $34.93
• Salary Frequency: Hourly
• Salary Grade: 109
• UC Job Title: BLANK AST 2
• UC Job Code: 004723
• Number of Positions: 1
• Appointment Type: Staff: Career
• Percentage of Time: 100%
• Shift (Work Schedule): M-F, 8:30am-5:00pm
• Location: Surgery & Emergency Serv PAV (HSP010)
• Union Representation: CX-Clerical/Admin
• Benefits Eligible: Yes
• This position is 100% on-site
• This is not a H-1b Visa Opportunity

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
* 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

• 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
• Pushing/Pulling 0-25 Lbs - Occasional Up to 3 Hours
• Bending/Stooping - Occasional Up to 3 Hours
• Squatting/Kneeling - Occasional Up to 3 Hours
• Twisting - Occasional Up to 3 Hours
• Reaching overhead - Occasional Up to 3 Hours
• Keyboard use/repetitive motion - Frequent 3 to 6 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.

Must be able to work scheduled/unscheduled overtime as needed.

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

• This is a critical position, as defined by UC Policy and local procedures, and as such, employment is contingent upon clearing a criminal background check(s) and may include drug screening, medical evaluation clearance and functional capacity assessment
• This position is designated as a mandated reporter under CANRA and UC policy, and employment is contingent on compliance with applicable policies, procedures and training requirements

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.

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

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