Program / Office Assistant Job Listing at University of California in Davis, CA (Job ID 64008)

Description

Job Description

Under supervision of the Administrative Officer, the Program/Office Assistant is a flexible and adaptable team player who will use computer, organizational, and communication skills to support the research and extension activities of Ventura County UC Cooperative Extension. Assignments may include the design of outreach materials; creation of content and updates to websites and social media platforms; assisting with preparation of electronic newsletter and reports; organization and scheduling of meetings and workshops; maintaining a calendar and an up-to-date contact list; assistance with program activities; making travel arrangements; managing inventory and supplies; purchasing; reception and general office support.

This position is a career appointment that is 100% fixed.

Pay Scale: $24.57/hour to $29.18/hour

Job Posting Close Date: 
This job is open until filled. The first application review date will be 02/07/2024.

Key Responsibilities:

25%

Applies standard office software programs that include the straightforward application of formulas; uses software to display information with both text and graphics.

20%

Updates and maintains Web pages using basic knowledge of web editing tools. Create and post to variety of social media platforms. Create periodic newsletters and reports.

10%

Prepares reports based on information compiled from various specified sources.

10%

Monitors reception area, answers phone and prepares responses to routine correspondence.

15%

Prepares purchase orders by researching and recommending vendors/prices/equipment and may identify substitutes. Monitors expenses. Monitors supplies and equipment inventory.

10%

Oversees administrative and logistical arrangements for conferences involving multiple parties, receiving limited direction. Determines special room and equipment needs.

5%

Manages Director's calendar, which may require negotiating time and place. Makes travel arrangements, negotiating with hotels, etc. for best logistical arrangements for rooms.

5%

Develops filing systems, internal mailing processes and procedures.

Requirements:

• High school diploma or equivalent experience.
• Working knowledge in administrative procedures and processes including word processing, spreadsheet and database applications.
• Verbal and written communication skills, active listening, critical thinking, multi-task and time management skills.
• Organizational skills and attention to detail.
• Ability to use discretion and maintain confidentiality.

Preferred Skills:

• Associate degree in related area and/or equivalent experience/training.
• Experience navigating websites using various search tools.
• Experience posting to variety of social media platforms using both text, photos and videos.
• Knowledge of agriculture or natural resources, garden-based learning, or 4-H program.
• Experience using production, design and communication software such as Microsoft Office, Adobe Acrobat Pro, Canva and Constant Contact.
• Experience developing and maintaining calendars and schedules.

Special Conditions of Employment:

• Must possess valid California Driver's License to drive a County or University vehicle. Ability and means to travel on a flexible schedule as needed, proof of liability damage insurance on vehicle used is required. Reimbursement of job-related travel will be reimbursed according to University policies.
• Travel and travel outside of normal business hours may be requested.
• Overtime and occasional weekend work as needed, usually on short notice to meet operational needs may be requested.
• Direct access to or responsibility for cash, cash equivalents, checks, or University property, disbursements or receipts (as defined in BUS-49, Section III.C.).
• The University reserves the right to make employment contingent upon successful completion of the background check. This is a designated position requiring a background check and may require fingerprinting due to the nature of the job responsibilities. UC ANR does hire people with conviction histories and reviews information received in the context of the job responsibilities.
• As of January 1, 2014, ANR is a smoke- and tobacco-free environment in which smoking, the use of smokeless tobacco products, and the use of unregulated nicotine products (e-cigarettes), is strictly prohibited.

The University of California Agriculture and Natural Resources (UC ANR) brings the power of University of California research and education to all 58 California counties. Through research and extension in agriculture, natural resources, economic growth, nutrition, and youth development, we work to improve the life of every Californian.

Collaborating to solve problems.

Connecting to serve communities.

For over 100 years, our advisors, specialists, faculty and staff have been committed to connecting Californians to their land grant university. We are highly collaborative and mission-driven to promote the health and well-being of people and places across the state. We are also trusted partners with hundreds of community organizations in addressing California's most pressing challenges.

UC ANR is committed to attracting and retaining a diverse workforce and will honor your experiences, perspectives and unique identity. We encourage applications from members of historically underrepresented racial/ethnic groups, women, individuals with disabilities, veterans, LGBTQ+ community members, and others who demonstrate the ability to help us create and maintain working and learning environments that are inclusive, equitable and welcoming.

This position will promote, in all ways consistent with the other responsibilities of the position, accomplishment of the Affirmative Action goals established by the Division.  

The University of California 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, gender expression, national origin, disability, age or protected veteran status. If you have questions, please email the Human Resources Department.

As a condition of employment, you will be required to comply with the University of California Policy on Vaccination Programs, as may be amended or revised from time to time.  Federal, state, or local public health directives may impose additional requirements.

Internal Candidates: Review the job posting and click the internal applicant link to apply. Use the same credentials used to login to UCPath to access the internal UC ANR job postings in order to apply.

Employment applications must be submitted online through our careers site.  Please note, we do not accept resumes or applications by email or on paper.

External Candidates:  You must register to apply for a job or create a job search agent profile. Review the job posting and click the external applicant link to apply. Click the 'Register Here' link and follow the steps to create the account. The system will not prompt you to register until you try to apply for a job online.

Employment applications must be submitted online through our careers site.  Please note, we do not accept resumes or applications by email or on paper.