OFFICE OF STUDENT DEVELOPMENT (OSD) ADMINISTRATIVE ASSISTANT

University of California, Davis - Davis, CA (30+ days ago)4.3


Under the supervision of the Assistant Director of Residential Academic Advising, primarily supports the First-Year Experience program, and back up assistance with the Orientation program. Responsibilities include: work with complex policies, procedures and systems; provide analytical and administrative support for the FYE staff & programs including project and resource planning, reports, and student staff scheduling; develop, evaluate and provide customer services; fiscal transactions; develop and provide central communication and resource point for students, staff, and visitors; provide administrative assistance in day-to-day operations; provide administrative assistance with professional staff recruitment and hiring processes; calendar and computer support; maintain key/access control and occupancy data; work in concert with administrative team to direct work assignments for student assistants.

Physical Demands:
Spend extended periods of time in front of a computer screen, reading fine print, typing on keyboard and sitting in meetings.

Lift and carry boxes of publications and equipment weighing up to 35 lbs.

Conduct walking tours of buildings including climbing stairs.

Organize storage units, t-shirts, supply boxes and other materials.

Work Environment:
Valid CA driver's license may be required. Position may participate in the Department of Motor Vehicles (DMV) Pull Notice System.

Work in shared office area with students, professional staff, with visitor traffic and noise from on-going meetings, telephone conversations, computer printers, office equipment, etc.

Must be able to work occasional overtime and varied lunch hours to meet operational needs.

Work occasional weekends and holidays.

Work hours will vary with program needs.

Must be able to work flexible hours during peak times such as Fall Welcome week and the spring quarter as follows: March thru June: Mondays and Wednesdays only, 7:00AM to 4:30PM

Limited/restricted vacation fall quarter.

This position may at times require the incumbent to work with or be in areas where hazardous materials and/or infectious diseases are present. Special hazards of the position may be exposure to chicken pox, hepatitis B and/or other infectious diseases. This position is subject to Medical Surveillance procedures and review in accordance with Federal and State Laws and Regulations and University Policy.

UC Davis is a smoke and tobacco free campus. 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.

Position is a mandatory reporter for known or suspected child abuse and requires that a statement acknowledging the requirement to report child abuse be signed.

Background Check Required:

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.
Yes

Qualifications

Minimum Qualifications:
Experience working in office environment and providing administrative functions; general office related tasks & procedures, record keeping & filing techniques, communicating effectively & professionally in person, via email & over telephone.

Project coordination experience to oversee day-to-day operations: determine competing workload priorities, establish and effectively meet deadlines, goals and objectives in a fast-paced, high-volume, busy environment.

Experience managing & prioritizing, multiple calendars, meetings, competing priorities without specific direction.

Experience compiling, synthesizing and articulating large amounts of data into summaries and detailed reports/graphs.

Experience with spreadsheets, databases, word processing, financial applications.

Experience working with college students, acting in a lead capacity to direct work and expectations.

Experience maintaining confidentiality, privacy & secure records relevant to financial transactions, student records and other sensitive documents.

Experience working effectively and sensitively with individuals from diverse cultural backgrounds and perspectives to build mutual respect, fairness and equity.

Preferred Qualifications:
Interpersonal skills, (oral, written, listening communication skills), to interact effectively and tactfully, maintaining excellent working relationships with faculty, staff, graduate and undergraduate students, vendors and various campus service units to accomplish job functions.

Excellent skills composing, editing and proofreading correspondence/documents for accuracy, consistency, spelling, grammar, and professional appearance.

Knowledge of the Family Educational Rights and Privacy Act (FERPA) to protect and maintain the confidentiality, privacy and security of student records.

Skills and initiative to work independently using sound judgment and collaboratively in a team environment.

Analytical and problem-solving skills to anticipate/identify problems and develop creative solutions.

Ability to understand and implement department and University policies and procedures.

Experience working with university/college environment, first-year, residential life & or orientation programs.

Skills to pay attention to detail, recognize and correct discrepancies and keep accurate and detailed records.

Knowledge of the UC Davis Systems (DaFIS, AggieTravel, Banner, UCD Buy etc.)

Experience interpreting, analyzing and communicating policies and guidelines for diverse audiences (parents, faculty, staff, students).

Skills to exercise independent judgment in problem solving, remain objective, and represent differing points of view.

Math skills to add, subtract, multiply, and divide numbers and create percentages.

Skills to independently manage computer systems, utilize e-mail, accounting software, word processing, MS Office, Survey Monkey, and Google Drive platform.

Experience developing, implementing, and maintaining a detailed, effective recordkeeping system.