Front Desk Administrative Coordinator (BLANK AST 3)

Reporting to the Director of Human Resources/Talent Management, the Administrative Coordinator manages the office operations for Development and Alumni Relations (DEVAR) at the Conference Center. This position provides administrative support for the HR/Talent Management Department.

Providing excellent customer service at all times, greets visitors, directs calls, processes mail (including gifts), manages conference room calendars, purchases/maintains inventory for office supplies and central donor gifts program, troubleshoots/maintains office equipment, and supervises student assistants. Manages critical division wide information and site communications resources. Supervises student assistants.

This position supports the HR Director and the HR/Talent Management team, including purchasing, scheduling, preparing expense reports, etc. This position engages in human resources projects and other work conducted by the HR/Talent Management Department. The incumbent is expected to maintain a high level of confidentiality on all matters.

Apply By Date

February 23, 2025 at 11:59 PM.

Minimum Qualifications

• Experience working in a fast-paced professional environment, working with staff from all levels within an organization, which may include senior leadership, community leaders, high ranking officials, donors, and/or the general public.
• Experience independently, with minimal supervision, managing a high-volume workload with shifting priorities and frequent interruptions. Skilled in time management and prioritizing work.
• Experience managing front desk operations: managing a multi- line phone system, scheduling meetings and maintaining calendars, maintaining and ordering supplies.
• Excellent written, verbal and interpersonal communication skills
• Expert political acumen, to establish and maintain good working relationships at all organizational levels and with outside constituencies to develop collaborative working relationships needed to accomplish organizational goals. Ability to maintain rapport and professional relationships with peers, peers in the industry, multidisciplinary team members, and management.
• Advanced verbal and written communication skills to effectively communicate and collaborate through all mediums and with all groups. Ability to listen actively, understand varying viewpoints and receive feedback. Skills to tactfully articulate reasoning behind own opinions and persuade or gain acceptance from others.

Preferred Qualifications

• Technical aptitude and troubleshooting skills, providing technical support for office equipment, telephone and cell phone equipment.
• Knowledge of UC and campus policies.
• Knowledge of philanthropy/development/fundraising and/or human resources.
• Awareness, knowledge, and skill in applying diversity, equity and inclusion to one’s work. A profound belief in the value of a diverse and safe workforce and a commitment to achieve this goal through collaboration and team building, working cooperatively with a diverse group of department and campus constituencies.

Key Responsibilities

• 70% - Conference Center Office Management/Administration
• 20% - HR/Talent Management Team Support
• 10% - Conference Center Facilities and Safety Coordinator

Department Overview

Development & Alumni Relations (DEVAR) provides leadership in building enduring public trust, understanding, and support for UC Davis and its mission of teaching, research, and public service. DEVAR provides leadership, coordination and support services to help the university meet its mission of research, teaching and service by building philanthropic support and executing approved fundraising programs that support the university's highest priorities and initiatives.

POSITION INFORMATION

• Departmental Budgeted Pay: $31.92/hour
• BLANK AST 3 Pay Range: $28.49 - $40.83
• Salary Frequency: Bi-Weekly
• Salary Grade: UCCX / 108
• UC Job Title: Front Desk Administrative Coordinator
• Appointment Type: Staff: Career
• Percentage of Time: 100
• Shift Hours: M-F 8am-5pm
• Location: Davis, CA
• Union Representation: Yes - CX
• Benefits Eligible: Yes
• H1-B Eligible: No
• Hybrid/Remote/Onsite: 100% Onsite

Benefits

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 - Frequent 3 to 6 Hours
• Ability to organize & prioritize - Frequent 3 to 6 Hours
• Communication skills - Frequent 3 to 6 Hours
• Numerical skills - Frequent 3 to 6 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 Development and Alumni Relations (DEVAR) embraces and values diversity, equity, and inclusion (DEI). We are committed to employing and retaining a diverse workforce and have programs and policies in place to ensure all employees can succeed regardless of race, color, national origin, religion, sex, gender expression, gender identity, gender transition status, pregnancy, physical or mental disability, medical condition, genetic information, ancestry, marital status, age, sexual orientation, citizenship or service in the uniformed services, including protected veterans. In acknowledgment of historical and current injustices faced by marginalized members of our global UC Davis community, we are firmly committed to supporting our Principles of Community and applying tenets of diversity, equity, and inclusion into every aspect of our everyday work and organizational culture.

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).
• The duties or functions of this position include the handling of cash (or cash equivalents).
• 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