BLANK AST 3 (Business Office Assistant)

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.

Under general supervision of the Division of Social Sciences Yellow Cluster Business Operations Manager, serve as the initial point of contact for the Center for Mind & Brain. 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 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 the Center for Mind & Brain.

Position Information

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

MINIMUM QUALIFICATIONS

Minimum Education/Experience:

·       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.

Minimum Knowledge, Skills, and Abilities (KSA):

·       Demonstrated commitment to valuing diversity and contributing to an inclusive working and learning environment.

PREFERRED QUALIFICATIONS

Preferred Education/Experience:   

·       Experience with AggieExpense, PrePurchasing, and Aggie Enterprise.

Preferred Knowledge, Skills, and Abilities (KSA):

·       Knowledge of University policy and procedure related to accounting, purchasing, and travel processing.

·       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.

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.

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 .