Front Desk Receptionist / HR Support (BLANK AST 3)

University of California - Davis
vision insurance, parental leave, paid time off, paid holidays, sick time, long term disability, tuition reimbursement, remote work
United States, California, Davis
Nov 08, 2024
Apply for Job Job ID 74274 Location Davis Full/Part Time Part Time Add to Favorite Jobs Email this Job Job Summary Under general supervision, provide Executive Assistant support to the Department Director with daily calendar scheduling all campus and off-site meetings and events. Serve as first point of contact to answer phones, greet visitors, and direct foot traffic. Provide support to the CAO with Special Projects. Provide support to the HR Manager and back up support to the Account Managers. Coordinate and support special events. Independently responsible for all aspects of communications for calendaring, prioritizing daily and urgent requests to meet deadlines. Organize Director's meetings, monthly Coffee Hour, Center events and conferences. Apply By Date: November 21, 2024 at 11:59pm Minimum Qualifications For full consideration, applicants are encouraged to upload license, certification and/or educational degree if required of the position. High School diploma or equivalent experience. Experience providing administrative functions in an executive level office to support a complex and high-level organized research unit including but not limited to; managing dynamic electronic calendars, scheduling and coordinating large, complex meetings and special events. Professional experience and political acumen to handle sensitive or difficult situations diplomatically to represent high-level executives with discretion, work effectively and sensitively with constituents from diverse cultural backgrounds and perspectives. Experience using a computer platform with various software programs such as Microsoft Office Suite, Google, doodle, to perform assignments Demonstrated organizational skills to determine priorities and manage several ongoing tasks with similar levels of importance simultaneously; to set guidelines and meet deadlines; to problem-solve and develop solutions; to make and implement decisions; and to maintain records and disburse information in a confidential manner. Demonstrated interpersonal, oral communication and listening skills to present information and recommendations concisely; to work effectively with people with diverse background and education; to clarify issues in a tactful, and diplomatic yet assertive manner; to maintain professionalism in the work; and to understand and appreciate differences in work styles. Knowledge of purchasing and travel reimbursement, financial and project management, human resources and recruitment. Preferred Qualifications Experience with UC Davis software systems; Aggie Travel, Aggie Buy, and University Catering. Knowledge of complex organized research unit (ORU), within a University in a higher educational setting and university policy and procedures. Key Responsibilities 50% - Executive Support 20% - Administrative Support 20% - HR Administration 10% - Special Events Support Department Overview The UC Davis Institute of the Environment is a designated Organized Research Unit (ORU) reporting to the Office of Research. The Office of Research (OR) serves as the catalyst for advancing the research mission at UC Davis. Currently, OR oversees 7 ORUs, 13 Special Research Programs 4 IMPACT Centers, and central facilities with over 1,100 employees and annual expenditure and recharge income in excess of $210 Million. There are several research centers under the Institute umbrella including the Center for Watershed Sciences, Center for the Health & the Environment, the Natural Reserve System, and several other research programs and initiatives. The Institute Administrative Services team provides support to the research centers and programs under the Institute umbrella with total expenditures exceeding $35M+ annually. The Institute is a large and complex ORU with 240+ affiliated faculty, professional researchers, adjunct professors, academic and staff support personnel. The ORU occupies 82,680 square feet of regular academic and administrative offices, laboratories, field buildings, and other special facilities in 24 buildings and off-site facilities. 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: 50% Variable Shift Hours: Monday through Friday Location: Davis, CA Union Representation: Yes - CX Benefits Eligible: Yes Hybrid/Remote/Onsite: This position is hybrid (mix of on-site and remote work) 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 Working hours to be determined based on the Directors Schedule. This position is a hybrid position with mandatory in office days Tuesday, Wednesday and Thursday. At times work a flexible schedule as needed to include evenings to meet operational and event needs. Frequent interrupts in busy office environment. 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 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) 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