Finance and Business Operations Assistant (BLANK AST 3)

University of California - Davis
vision insurance, parental leave, paid time off, paid holidays, sick time, long term disability, tuition reimbursement
United States, California, Davis
Nov 15, 2024
Apply for Job Job ID 74418 Location Davis Full/Part Time Full Time Add to Favorite Jobs Email this Job Job Summary Under general supervision of the Project and Operations Manager, the Assistant provides high-level administrative, programmatic and analytical support for the Energy and Efficiency Institute (EEI) and it's affiliated research centers and programs. This position will primarily work with EEI's Western Cooling Efficiency Center (WCEC), however, support will be provided all across of EEI as well as some overlap with the neighboring Institute of Transportation Studies. The assistant will: - Act as a cooperative liaison with purchasing and finance to manage purchasing and accounts payable - Process purchasing card transactions - Coordinate meetings, tours, and events - Analyze account balances and prepare documentation for invoices for grants - Plan travel, events, and meetings and prepare and submit reimbursements and expense reports - Maintain contact databases to support communications - Provide general office assistance (front desk reception, ordering office supplies, distributing mail, etc.) - Foster effective working relationships and interact with faculty, researchers, staff, and students throughout EEI and across UC Davis to accomplish job functions. Apply By Date: November 28, 2024 Minimum Qualifications For full consideration, applicants are encouraged to upload license, certification and/or educational degree if required of the position. High school Diploma and/or equivalent experience Experience providing administrative, programmatic and analytical support. Experience using Microsoft Office Suite for word processing, spreadsheets, databases, PowerPoint, scheduling and calendaring. Experience maintaining confidentiality of sensitive issues and exercise discretion and diplomacy. Interpersonal, customer services and communication skills. Demonstrated planning and organizational skills to work independently with minimal direction; excellent judgment to analyze workload, organize, coordinate, and manage a variety of complex tasks and projects concurrently, with competing critical deadlines. Writing, editing and proofreading skills to write professional correspondence and prepare reports and produce accurate, high-quality materials. Preferred Qualifications Bachelor's degree in business, administration, finance, social studies or other related field and/or 4-5 years of experience in a related field. Experience processing complex purchasing, accounts payable, travel and entertainment transactions. Experience interpreting UC policies and procedures for fiscal management, campus services, purchasing and accounts payable. Experience maintaining high productivity with multiple interruptions and with changing and competing priorities. Experience working with AggieEnterprise, AggieTravel and AggieBuy. Knowledge of generally accepted accounting principles and university accounting policies and procedures. Familiarity with campus-wide offices, administrative contacts, campus structure and resources. Key Responsibilities 60% - Finance and Accounting Support 30% - General Office Assistance 10% - Facility Support Department Overview The position works directly for Energy and Efficiency Institute (EEI), which is part of the Transportation & Energy cluster. The EEI has a research program with annual expenditures of $3+ million, primarily funded through grants and corporate donations. This position will provide administrative, programmatic and analytic support to the research enterprise. The position will report to the Project and Operations Manager and will support the Financial Analyst, Faculty Director, Executive Director, and Research Center Directors. POSITION INFORMATION Salary or Pay Range: $ 28.49 - $ 40.83/hr. Salary Frequency: Bi-Weekly Salary Grade: 108 UC Job Title: BLANK AST 3 Number of Positions: 1 Appointment Type: Career Percentage of Time: 100% Shift Hours: M-F, 8:00-5:00 Location: Davis, CA Union Representation: Yes - CX Benefits Eligible: Yes Hybrid/Remote/Onsite: This position is 100% 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 below and eligibility rules by visiting either our handy 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 * 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 Health Policies or Collective Bargaining Agreement * Paid Time Off/Vacation/Sick Time as stipulated in the UC Davis Health Policies or Collective Bargaining Agreement * Continuing Education (CE) allowance and Education Reimbursement Program as stipulated in the UC Davis Health 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 Standing - Occasional Up to 3 Hours Walking - Occasional Up to 3 Hours Sitting - Frequent 3 to 6 Hours Lifting/Carrying 0-25 Lbs - Occasional Up to 3 Hours Pushing/Pulling 0-25 Lbs - Occasional Up to 3 Hours Bending/Stooping - Occasional Up to 3 Hours Squatting/Kneeling - Occasional Up to 3 Hours Twisting - Occasional Up to 3 Hours Reaching overhead - Occasional Up to 3 Hours Keyboard use/repetitive motion - Frequent 3 to 6 Hours Mental Demands Sustained attention and concentration - Frequent 3 to 6 Hours Complex problem solving/reasoning - Occasional Up to 3 Hours Ability to organize & prioritize - Frequent 3 to 6 Hours Communication skills - Frequent 3 to 6 Hours Numerical skills - Occasional Up to 3 Hours Constant Interaction - Frequent 3 to 6 Hours Customer/Patient Contact - Frequent 3 to 6 Hours Multiple Concurrent Tasks - Frequent 3 to 6 Hours Work Environment Work occasional overtime including evenings and weekends to meet project deadlines and/or operational 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 Special Requirements N/A 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