Undergraduate Administrative Assistant (BLANK AST 3)

Under supervision provide administrative support to the undergraduate program and advisors. Primarily responsible for course scheduling, monitoring course enrollments, managing grade submission and coordinating DESII instructional reporting. Also serves as initial contact for students, providing general academic information and advising, assisting with peer advisor selection and training and maintain student records. This position serves as initial contact person for academic information (e.g. student majors, instruction and room schedules, course enrollments, class wait lists, add/drop procedures and class grade sheets.) and maintains advising appointment calendar in OASIS.

Apply By Date: January 3, 2025

Qualifications

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

• Bachelor's degree or an equivalent combination of education and experience.
• Reception experience in greeting the public, answering questions and working with students in a degree-oriented program at a university/college. Experience with undergraduate student advising process, goals and protocols to advocate for and guide undergraduate programs.
• Experience maintaining confidentiality dealing with highly sensitive and confidential matters, and applying federal and state FERPA and Information Privacy act regulations.
• Experience in course scheduling working with faculty and registrar's office, assisting instructors with course planning and classroom reservation requests, experience creating or revising curricula, experience with MS office Suite, email systems for word processing, and appointment scheduling.
• Experience developing informational materials, flyers, retrieve statistical data to create reports and spreadsheets, project cost estimates, budgets, and answering correspondence. Mathematical skills to perform calculations (e.g. GPA) and analyze numerical data. Organization, time management, and information management skills to manage multiple priorities and to meet deadlines with attention to accuracy and detail.
• Experience problem solving, critical thinking and using best judgement to identify program areas needing improvement and developing creative solutions and effective plans for resolving and implementation.

Preferred Qualifications

• Experience and knowledge of Banner, DESII, ICMS, OASIS and other related campus database systems to accomplish tasks assigned, knowledge of student services and resources available.
• Experience problem solving, critical thinking and using best judgement to identify program areas needing improvement and developing creative solutions and effective plans for resolving and implementation.
• Knowledge of UC Davis campus, department and/or college requirements, resources, policies and procedures to interpret complex policies.
• Knowledge of policies, procedures and applicable laws relating to the maintenance of confidential student records and related sensitive information including knowledge of State and Federal laws governing confidentiality of student records and UC Policies regarding privacy of information.

Key Responsibilities

• 55% - Course Scheduling, Enrollment and Course Data/Management
• 35% - Advising Services
• 10% - Administrative Support

Department Overview

Human Ecology is a large complex academic department offering four undergraduate major programs of study including: Human Development and Family Studies, Community & Regional Development, Landscape Architecture and Environmental Design, and Sustainable Environmental Design, and is actively engaged in research and extension activities. There are approx. 1300 majors in the programs. This position works on a student services team with two academic program advisors, a career services advisor under direction of an undergraduate student services supervisor.

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, 8am - 5pm
• 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
* 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.

Work in a fast paces office environment with noise from competing activities, withmultiple deadlines, completing priorities and frequent interruptions throughout the day, working on several projects simultaneously.Handle frequent interruptions during the day with high degree professionalism.Work occasional overtime including weekends or evenings, work flexible schedule, work occasional varied lunch hours, limited vacation during peak periods to meet programmatic and operational needs.Valid California drivers license to provide own transportation to attend off-site events and meetings, including overnight stays.

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 successful completion of background check(s), including but not limited to criminal record history background check(s)

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