BLANK AST 3 (Business Office Assistant)

The Earth and Planetary Sciences Department is a complex academic and research department located in the College of Letters and Science at UC Davis. There are 22 administrative and technical staff members, 20 senate faculty, as well as numerous Federation Researchers, Lecturers, Emeritus Faculty, Postdocs, 50 graduate students and 100 undergraduate majors.

Under general supervision of the Business Office Supervisor, provide administrative support as part of the Department of Earth and Planetary Sciences Business Office Team.

Oversee payroll changes and on-boarding of department personnel by submitting requests to payroll system. Assist department employees to find best resources for payroll, benefits and leaves information.

Provide support to faculty, staff, and students in purchasing supplies and services. Work with campus accounts payable unit to ensure payments to our vendors.

Process travel and entertainment reimbursement reports and confirm reports follow all UC travel policies. Oversee incoming mail and package distribution and assist with outgoing shipments. Arrange conference room reservations. Schedule meetings and assist with event arrangements. Assist Chair and CAO as needed.

Position Information

PHYSICAL DEMANDS

• Physical Demands: Sitting – constantly; Up to 25 Pounds (Light) – Occasionally; Sit in front of a computer and use keyboard and mouse for extended periods of time. Lift/maneuver materials weighing up to 35 lbs.

WORK ENVIRONMENT

• Work in a high-traffic environment with constant interruptions. This position is eligible for up to 2 days remote work per week.
• 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:

• Experience in customer service to effectively interact with and assist diverse groups of people of varying ages and cultural backgrounds.
• Experience using computers and software applications (Microsoft Word, Excel, email) to produce documents with speed and accuracy.
• Experience writing and editing documents and correspondence for accuracy, consistency of format and grammar, and professional appearance and style.

Minimum Knowledge, Skills, and Abilities (KSA):

• Analytical skills to anticipate/identify problems and review payroll data. Strong written and verbal communication and organizational skills.
• Skills to understand, interpret, and apply federal and state rules, regulations, and policies related to personnel and payroll and travel.
• Organizational and time management skills to set goals; plan and prioritize workload; and complete complex tasks with conflicting demands.
• Knowledge of administrative and business policies and procedures affecting purchasing, payroll and confidentiality of records and information.

PREFERRED QUALIFICATIONS

Preferred Education/Experience:    

• Experience with an online travel reimbursement system.
• Experience with financial accounting systems.

Preferred Knowledge, Skills, and Abilities (KSA):

• Knowledge of University policies and procedures pertaining to purchasing, personnel, accounting, travel, and entertainment.

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 .