Administrative Coordinator

The Administrative Coordinator will provide comprehensive clerical and organizational support, streamline department operations, and contribute to long-term planning and policy recommendations. Key responsibilities include managing the director‘s calendar, scheduling meetings, overseeing office management, and coordinating events. Additionally, the coordinator will support hiring and onboarding for student peer navigators, develop training materials, and ensure accurate financial record-keeping. This position requires attention to detail, organizational skills, and a commitment to advancing the Basic Needs Department‘s mission of justice and belonging for UC Davis students.

Apply By Date: December 27, 2024

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
• At least two years of experience providing administrative or clerical support in a busy office setting.
• Experience in recruiting, hiring, or onboarding processes, including maintaining personnel files and supporting payroll or HR inquiries.
• Organizational Skills and demonstrated ability to manage multiple tasks, prioritize effectively, and work independently in a fast-paced environment.
• Basic knowledge of budget management and financial reconciliation processes, including experience with financial software or spreadsheets.
• Excellent written and verbal communication skills, with the ability to interact effectively with a diverse student population and campus stakeholders.
• Strong attention to detail, especially in account reconciliation, managing inventory, and maintaining accurate records.
• Demonstrated ability to develop and implement innovative solutions to non-standard administrative challenges.

Preferred Qualifications

• Bachelor‘s degree in administration, humanities, sociology, business, higher education, economics or related field and/or equivalent experience/training
• Experience in Higher Education, such as familiarity with university policies, procedures, and resources, especially within a student support or basic needs context.
• Bilingual abilities, such as proficiency in a second language commonly spoken in the student community (e.g., Spanish, Mandarin) to better support diverse student needs.

Key Responsibilities

• 45% - Administrative and Clerical Support
• 35% - Financial Administration
• 20% - Human Resources and Staffing

Department Overview

The UC Davis Basic Needs Department serves as both a physical and virtual hub, providing essential support for students accessing vital services that impact their health, sense of belonging, and overall well-being. We define basic needs as financial stability, access to nutritious and sufficient food, secure housing, equitable health and medical care, support for emotional and mental well-being, affordable transportation, resources for personal hygiene, and emergency assistance for students with dependents.
The Basic Needs Center team is committed to taking action toward justice and belonging through prevention, intervention and emergency relief efforts addressing students‘ food, housing and financial needs. The Basic Needs Center offers the following services to all students: walk-in and virtual drop-in services, case management/care coordination services, emergency and long term food support, housing support and financial resources.

POSITION INFORMATION

• Salary or Pay Range: $28.49 - $40.83/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 Hours: 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:

* 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

• 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.
• Flexible work hours; work occasional evenings and weekends.
• Vacation schedule to accommodate peak workload periods.
• Positions may primarily be hybrid or fully in-person.

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. To learn more about our background check program, visit: departments/recruitment/ucd/selection/background-checks
• 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.

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: doc/4010393/PPSM-20

For the University of California‘s Anti-Discrimination Policy, please visit: 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 learn more about our background check program, please visit: departments/recruitment/ucd/selection/background-checks