Business Assistant (BLANK AST 3)

Job Summary

Under general supervision of Executive Director, provides general support to the Internship and Career Center (ICC) including; ordering and inventory of supplies ( i.e. water, printing, swag, parking permits, office keys, name tags, etc.), providing back up reception, placing service orders for building maintenance and/or repairs. Respond to inquiries from students, alumni, employers and campus colleagues related to Handshake, and scheduling information sessions. Assist with employer and job approvals as needed. Provide administrative support to program area and center-wide programs, along with securing room reservations and catering.

Manages accounts receivable related to career fairs, and employer payments, including supporting entities with special process for payments (primarily government agencies). Contacts organizations to ensure that career fair and information session registration fees are collected in a timely manner. Reflect payments and outstanding debts in Handshake so employers are not allowed to register for events until balances owed are paid. Process all payments received from employers (primarily checks and stripe), create deposits for cashiering and track fair income. In collaboration with Student Affairs Development, maintain the Career Center tracking, accounting and depositing of gifts.

Apply By Date - September 17, 2024

Qualifications

Minimum Qualifications

For full consideration, applicants are encouraged to upload license, certification and/or educational degree if required of the position.

• Professional experience and political acumen to handle sensitive or difficult situations with tact and discretion, and to work with constituents from diverse cultural backgrounds and perspectives.
• Writing, grammar, editing and proofreading skills to prepare business correspondence, budgetary reports, policies/procedures, informational documents and training manuals with attention to detail. Skills to research, analyze and summarize information from a variety of sources.
• Computer skills using Outlook, Web browsers and Microsoft Office Suite, including advanced skill with Excel.
• Organizational and time management skills to establish goals, set priorities and manage deadlines; to prioritize tasks and adjust priorities; and adapt to changes in workplace and campus environments and priorities. Interpersonal skills to thrive and make meaningful contributions in a collaborative environment; skills to work well with others and flexibility to contribute daily to Center-wide activities.

Preferred Qualifications

• One -two years of experience in an office work environment
• Experience with UC Davis financial systems including Aggie Enterprise , Pre-purchasing (OPP), Decision Support, , Aggie Expense Time Reporting System (TRS), and Cognos.
• Experience securing necessary information and cooperation from a variety of individuals; ability to effectively resolve disagreements and conflicts.
• Experience maintaining strict confidentiality and exercising discretion and sound judgment in dealing with sensitive or potentially controversial matters.
• Oral communication skills to clearly and effectively initiate interactions with a diverse group of individuals.
• Communication skills to clearly and effectively interact with a diverse group of individuals in-person, via written communication, phone and email. Give adequate consideration to others' priorities, opinions, and concerns. Experience maintaining strict confidentiality and exercising discretion and sound judgment in dealing with sensitive or potentially controversial matters.
• Organizational skills to work on projects with competing deadlines and to independently establish specific, measurable goals and workload priorities with dates for accomplishment; flexibility in dealing with people and competing demands. Ability to maintain a high level of productivity.
• Skills to anticipate the implications and consequences of workplace actions and develop contingency plans in advance.

Key Responsibilities

• 65% - CENTER-WIDE SUPPORT
• 20% - ADMINISTRATIVE SERVICES & SUPPORT
• 15% - STUDENT EMPLOYMENT ADMINISTRATION

Department Overview

The University of California, Davis is a top ranked public university and the largest employer in the Sacramento Region. The Internship and Career Center (ICC) is a dynamic team, providing innovative and comprehensive career services. The ICC has campus-wide responsibility for developing experiential education opportunities and for providing career guidance and placement assistance to students seeking part-time employment, academic internships, and career employment. This position is part of the ICC's Administration Team, supporting all ICC activities.

Position Information

• Salary or Pay Range: $28.49 - $40.83/hr.
• Salary Frequency: Bi-Weekly
• UC Job Title: BLANK AST 3
• Number of Positions: 1
• Appointment Type: Career
• Percentage of Time: 100%
• Shift Hours: Manager will advise
• Location: Davis, CA
• Union Representation: Yes - CX
• Benefits Eligible: Yes
• Hybrid/Remote/On-Site:

Benefits

Outstanding benefits and perks are among the many rewards of working for the University of California. UC Davis offers a full range of benefits, resources and programs to help you bring your best self to work, as well as to help you and your family achieve your health, wellness, financial and career goals. Learn more about the benefits and eligibility rules by visiting Benefits Summary for UC Davis Health Employees or Benefits Summary for UC Davis Employees and our Benefits Page.

If you are represented by a union, benefits are negotiated between the University of California (UC) and your union and finalized in a contract. Read your bargaining unit's employment contract, stay abreast of current negotiations and learn about collective bargaining at UC: https://ucnet.universityofcalifornia.edu/labor/bargaining-units/index.html

• High quality and low-cost medical plans to choose from to fit your family's needs
• For eligible roles, UC pays for Dental and Vision insurance premiums for you and your family
• Extensive leave benefits including Pregnancy and Parental Leave, Family & Medical Leave
• Paid Holidays annually as stipulated in the UC Davis Policies or Collective Bargaining Agreement
• Paid Time Off/Vacation/Sick Time as stipulated in the UC Davis Policies or Collective Bargaining Agreement
• Continuing Education (CE) allowance and Education Reimbursement Program as stipulated in the UC Davis Policies or Collective Bargaining Agreement
• Access to free professional development courses and learning opportunities for personal and professional growth
• WorkLife and Wellness programs and resources
• On-site Employee Assistance Program including access to free mental health services
• Supplemental insurance offered including additional life, short/long term disability, pet insurance and legal coverage
• Public Service Loan Forgiveness (PSFL) Qualified Employer & Student Loan Repayment Assistance Program for qualified roles
• Retirement benefit options for eligible roles including Pension and other Retirement Saving Plans. More information on our retirement benefits can be found here
• UC Davis cares about building a community, which is why we provide resources to enhance diversity, equity and inclusion as well as Employee Resource Groups (ERGs) to support our staff

Physical Demands

• Use computer and keyboard for extended periods of time.
• Lift/maneuver office supplies and materials weighing up to 35 lbs.

Work Environment

• Work occasional overtime to meet operational needs.
• Work with frequent interruptions and noise from competing activities.
• Restricted vacation during peak periods.
• Following initial training, this position eligible for two days of remote work/week, to be scheduled to meet business needs, with the exception of peak periods.
• Employee is personally responsible for following health and safety guidelines and instructions.-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.
• 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

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.

Because we want you to be seen, our recruiting process at UC Davis fosters authenticity, diversity, and inclusion. Studies have shown that some people may not apply to jobs unless they meet every single qualification. Each unique role at UC Davis has a set of requirements and you could be perfect for this role, or you could be perfect for the next role! Don't meet all the requirements? We still encourage you to apply! #YouBelongHere


To apply, visit https://careerspub.universityofcalifornia.edu/psc/ucdavis/EMPLOYEE/HRMS/c/HRS_HRAM_FL.HRS_CG_SEARCH_FL.GBL?Page=HRS_APP_JBPST_FL&JobOpeningId=72619&PostingSeq=1&SiteId=7〈uageCd=ENG&FOCUS=Applicant

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.





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