BLANK AST 3 (Travel & Events Coordinator)

Languages & Literatures is a diverse unit that includes following departments and programs: Classics, Comparative Literature, Critical Theory, East Asian Languages and Cultures (Chinese and Japanese), French& Italian, German & Russian, Humanities, Human Rights, Religious Studies, and Spanish & Portuguese. These departments and programs constitute a large instruction and research unit within the College of Letters and Science. The unit also administers the UC Davis Language Center. Currently we employ approximately 300 individuals including more than 100 faculty and lecturers. The student population consists of approximately 100 graduate students and 500 undergraduates.

Languages & Literatures programs attract and serve faculty, scholars, and students from around the globe. The staff seek to support an inclusive community and provide excellent service.

Under general direction, reporting to the Languages and Literature Business Office Manager, manage travel, coordinate events, and provide general administrative support. Coordinate large, complex conferences, facilitate smaller events and seminars, and provide a wide range of administrative support including: propose/monitor/reconcile event budgets, process travel/event/professional expenses reimbursements, be a resource on UC Davis travel and events policies, review vendor agreements and process payments, purchase supplies, and coordinate facilities repairs/maintenance. Language and Literature holds around 100 events/seminars and 15 conferences per year. The Travel & Events Coordinator works with faculty, students, staff, vendors, and guests from diverse cultural backgrounds and perspectives in a professional manner. After satisfactorily completing training, this position is eligible for a hybrid schedule with up to 1 day per week remote.

Position Information

PHYSICAL DEMANDS

• Physical Demands: Sitting – frequently; Work at computer for extended periods of time.
• Lifting Requirements: Up to 25 Pounds (Light); Lift/maneuver recruitment/outreach materials, chairs, and tables weighing up to 25 lbs.
• Equipment Used to Perform the Duties: Computer and Peripheral Equipment - frequently.

WORK ENVIRONMENT

·       Work flexible schedule and occasional overtime on weekdays and weekends to meet operational and business needs.

·       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 organizing and prioritizing tasks, working and making progress on several projects simultaneously, and successfully meeting deadlines.

·       Experience planning and coordinating multiple events at one time in a fast-paced environment with multiple interruptions.

·       Experience using and learning new software to produce professional emails, fillable forms, expense reports, spreadsheets, calendars.

·       Experience processing forms (such as reimbursements and other payments) with a keen attention to detail.

·       Experience reading, interpreting, and following policies and procedures.

Minimum Knowledge, Skills, and Abilities (KSA):

·       Demonstrated interpersonal skills to interact effectively and maintain excellent working relationships with faculty, staff, students, vendors, and various campus service units to accomplish job functions verbally and in writing.

·       Demonstrated mathematical and planning skills to develop budgets and monitor them through financial reports.

PREFERRED QUALIFICATIONS

Preferred Education/Experience:   

·       Experience booking travel and processing expense reports in Concur.

·       Experience setting up and trouble-shooting audio-visual equipment for events.

·       Experience using corporate credit cards according to employer policy.

·       Experience working with help-desk style ticket system (such as ZenDesk), and a wide variety of software such as: Zoom, Word, Excel, Adobe Acrobat, Canva, Eventbright, Outlook, Google Calendar, DocuSign, Trello, & Instagram.

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 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.