ADMINISTRATIVE ASSISTANT

University of California, Davis - Davis, CA4.3

Full-time
Under general direction, provide administrative support to the Office of the Vice Chancellor - Student Affairs. Manage a front desk reception area. Manage multiple appointment calendars, schedule and arrange meetings and answer multi-line telephone. Provide financial, analytical, and administrative support to the Student Affairs Executive Leadership Team. Handle business related matters, including budget reports, purchasing, invoicing, travel, and entertainment. Support the unit in special projects, organize large events.

Physical Demands:
Work Environment:
Work in a confined workstation and use computer for extended periods of time.

Work occasional evenings/nights, varied lunch hours.

Provide own transportation to off-site events and meetings.

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.

UC Davis is a smoke and tobacco free campus effective January 1, 2014. 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.

Communicate tactfully and diplomatically with diverse groups of individuals. Maintain confidentiality and discretion in all areas.

Exercise discretion in dealing with controversial or potentially sensitive topics and represent the Vice Chancellors office with tack and discretion.

Work as part of a cooperative, effective office team.

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:
Writing, editing and proofreading experience to produce correspondence, drafts, and presentation materials in accurate and attractive format.

Experience managing dynamic electronic calendars, and scheduling and coordinating large, complex meetings and special events.

Experience maintaining a high degree of discretion, integrity, and sensitivity to confidentiality and privacy.

Experience in budget, accounting, payroll, purchasing, accounts payable, and ledgers reconciliation.

Experience in maintaining accountability and establishing audit trails.

Experience using Microsoft Office Suite Programs.

Experience analyzing complex information, performing independent research, and presenting complex data.

Skills to work collaboratively and communicate orally and in writing with diverse groups.

Experience providing administrative support in a complex office environment.

Political acumen and collegial communication skills to interact with faculty, staff, students, the public, and persons at all levels of the hierarchy (nationally and internationally) with varying levels of expertise, interest, and personal investment in the activities of the AVC.

Preferred Qualifications:
Knowledge of and skills to interpret and apply UC Policies and procedures.

Experience with the University electronic accounting systems, DaFIS, Kuali, Banner, TRS and Aggie Travel.

Ability to assist with Decision Support Information System.

Experience with UC budgetary practices, personnel/payroll and purchasing policies, recharge and income activities, procedures and transactions.

Exercise discretion in dealing with controversial or potentially sensitive topics and represent the Vice Chancellors office with tack and discretion.