Dining Financial Administrative Assistant (BLANK AST 3)

Under the direct supervision of the Dining Manager, as part of Student Housing and Dining Services, incumbent provides support on payroll processing, schedule management, timekeeping management, processing and analysis on labor usage and implementation, monthly special event scheduling, student staff availability updates, schedule posting in a Dining Operation with large staffing needs. Prepares reports and policy recommendations and participates in long-range planning for staffing needs within the overall goals of the dining operation. Performs administrative objectives such as payroll review and reconciliation prior to submitting final following all campus policies and procedures related to labor practices. Incumbent is responsible for administrative transactions, problem solving, research and data management of staff scheduling and labor laws and their implementation. Provides timely processing and maintains accurate records related to labor hours, events and special scheduling, timekeeping reports, punch edits, pay code implementation, time off requests, shift coverage, training records, staff onboarding and termination practices, and other responsibilities related to labor management. This position works closely with the designated dining unit managers and supervisors, to ensure that the weekly schedules are correctly posted and updated consistently.
During reassignment periods, incumbent could be charged with supporting other departments with projects and administration support to maintain vital dining financial data within the Campus and dining systems including campus accounting systems, Jamix (menu management system), Symphony (point of sale system) and Odyssey (meal card system). Incumbent independently develops, maintains, and analyzes various accounting reports including daily sales, monthly sales, taxes, student meals, journal Financial, recharges, inventory, and cashier financials.

Apply By Date: September 30, 2025 at 11:59pm

Qualifications

Minimum Qualifications - For full consideration, applicants are encouraged to upload license and/or certification if required of the position

• High School diploma or equivalent experience.
• Experience creating and managing staff schedules in a payroll system and/or using detailed spreadsheets and utilizing formulas in Microsoft Excel or similar software.
• Experience proofreading to identify and correct errors in financial reports and correspondence. Experience verifying and reconciling safe counts and managing security of deposits. Experience coordinating cash pick-up, drop-off, and transfer processes.
• Experience in a Customer Service environment to handle difficult, sensitive, and/or confidential issues; and to effectively communicate and interact with individuals from diverse backgrounds in a cooperative/professional manner.
• Experience using software such as Word, Excel, e-mail and other computer programs to produce general correspondence, forms, reports, spreadsheets, presentations.
• Skill to add, subtract, multiply and divide numbers. Skill to balance spreadsheets, reconcile account receivable/payable and double-check work and work of others.
• Knowledge of basic rules of English, including sentence structure, spelling, grammar, punctuation, etc. Knowledge of general office procedures including alphabetical and numerical filing, etc. Ability to communicate effectively in English both verbally and in writing with customers, staff, and co-workers.

Preferred Qualifications

• Associates Degree of Administration or related 2 years of field experience in a administrative role in the service industry.
• Experience related to food management and/or meal card system.
• Experience performing position responsibilities within the State and Federal legal guidelines and University Policy & Procedure.
• Experience performing bookkeeping responsibilities including posting transmittals, composing financial reports and correspondence, data entry, and other business related services.
• Experience performing photocopying, compiling records, filing, maintaining large volume of records, preparing forms, sorting mail, faxing, answering phones, conveying messages, and running errands.
• Ability to be flexible in order to respond to the needs of a multifaceted work environment. Ability to make decisions and work independently. Demonstrates good decision-making skills and is self-motivated.
• Skill to organize work effectively and to achieve timely progress on multiple simultaneous tasks, meet deadlines, and maintain a high level of productivity.

Key Responsibilities

• 60% - Payroll Processing, Timekeeping, and Exception Management
• 25% - Financial Services
• 15% - General Administration

Department Overview

Student Housing and Dining Services (SHDS) is a self-supporting auxiliary that provides housing and dining services to approximately 15,000 undergraduate, graduate, and students with families who live in on-campus residential facilities (university owner/managed and Public-Private-Partnerships), as well as providing residential, retail and catering dining services for the campus community. SHDS also provides student support and conference housing services to the campus and general community. For more information about SHDS visit our website at http://www.housing.ucdavis.edu. Student Housing and Dining Services has adopted the following Diversity, Equity, and Inclusion statement: Student Housing and Dining Services is committed to serving the needs of students, staff, faculty and guests from various backgrounds and identities. In full support of our institutional commitment to embrace diversity and practice inclusive excellence, we expect every member of our community to acknowledge, value, and uphold the guidelines set forth in the Principles of Community. As a community of scholars and life-long learners, we commit ourselves to learning together about our differences and commonalities while growing in all areas of equity, diversity, and inclusion.

POSITION INFORMATION

• Salary or Pay Range: $ 29.40 - $ 42.14/hour
• 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 (Work Schedule): M-F 8-5
• Location: Davis, CA
• Union Representation: Yes - CX
• Benefits Eligible: Yes
• 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

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
• Lifting/Carrying 26-50 lbs - Occasional Up to 3 Hours
• Lifting/Carrying over 50 lbs - Occasional Up to 3 Hours
• Pushing/Pulling 0-25 Lbs - Occasional Up to 3 Hours
• Pushing/Pulling 26-50 lbs - Occasional Up to 3 Hours
• Pushing/Pulling over 50 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
• Climbing (e.g., stairs or ladders) - Occasional Up to 3 Hours
• Reaching overhead - Occasional Up to 3 Hours
• Keyboard use/repetitive motion - Frequent 3 to 6 Hours

Environmental Demands

• Loud noise levels - Frequent 3 to 6 Hours
• Marked changes in humidity or temperature - Occasional Up to 3 Hours
• Uneven Surfaces or Elevations - Occasional Up to 3 Hours

Mental Demands

• Sustained attention and concentration - Continuous 6 to 8+ Hours
• Complex problem solving/reasoning - Continuous 6 to 8+ Hours
• Ability to organize & prioritize - Continuous 6 to 8+ Hours
• Communication skills - Continuous 6 to 8+ Hours
• Numerical skills - Continuous 6 to 8+ 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

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.

Work flexible schedule. Work overtime and occasionally on weekends/holidays as needed, usually on short notice to meet operational needs. Successful completion of certified, company-approved program in Sanitation/Food Borne Illness prevention within 90 days of hire. Vacation is restricted during peak workload periods. Additional information and specifics regarding the policy are available at http://breathefree.ucdavis.edu/index.html

Special Requirements - Please contact your recruiter with questions regarding which activities apply by position

• This is a critical position, as defined by UC Policy and local procedures, and as such, employment is contingent upon clearing a criminal background check(s) and may include drug screening, medical evaluation clearance and functional capacity assessment
• The duties or functions of this position include the handling of cash (or cash equivalents)
• This position is designated as a mandated reporter under CANRA and UC policy, and employment is contingent on compliance with applicable policies, procedures and training requirements

Misconduct Disclosure Requirement: As a condition of employment, the final candidate who accepts a conditional offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; received notice of any allegations or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer.

A Culture of Opportunity and Belonging

At UC Davis, we're committed to solving life's most urgent challenges and building a healthier, more resilient world. We believe in growing through every challenge, continually striving to improve, and welcoming new perspectives that strengthen our community. We recognize that a vibrant and innovative organization values both individual strengths and shared purpose. The best ideas often emerge when people with different experiences come together.

As you consider joining UC Davis, we invite you to explore our Principles of Community, our Clinical Strategic Plan and strategic vision for research and education. We believe you belong here. The University of California, Davis is an Equal Opportunity Employer. All qualified applicants will be considered for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age or protected veteran status.

To view the University of California's Anti-Discrimination Policy, please visit: https://policy.ucop.edu/doc/1001004/Anti-Discrimination

Because we want you to feel seen and valued, our recruitment process at UC Davis supports openness and authenticity. Research shows that some individuals hesitate to apply unless they meet every qualification. You may be an excellent fit for this role-or the next one. We encourage you to apply even if your experience doesn't match every listed requirement. #YouBelongHere

To learn more about our background check program, please visit: https://hr.ucdavis.edu/departments/recruitment/ucd/selection/background-checks