Program Assistant (BLANK AST 3)

Under the supervision of the Director, the successful candidate will serve as the program assistant for the AI Institute for Next Generation Food Systems (AIFS). Conduct financial analysis, effort reporting and participate in the financial planning for a wide variety of funding sources. Submit finance transactions, gather, manage and analyze financial data from a variety of revenue streams, including federal grants, private grants, gifts, corporate grants, and other funding sources. Monitor and maintain departmental level GL and project funds associated with the annual operating budget and assist in long-range financial planning. Serves as Department compliance expert for university policy and procedure related to all department financial business processes including purchasing. Will serve as a resource and trainer for business office staff on financial procedures and policy. Under the direction of the Director and Associate Director, will serve as back-up with pre- and post- award processes, budget preparation, analysis, and forecasting when needed. Manage personnel hiring for graduate student and undergrad appointments. This position reports directly on projects, providing advice and works closely with the Office of Research Business Contracts, Accounting and Financial Services, sponsoring agencies, and other external parties to monitor and report on award status and balances.

Position may be extended or converted to career depending on funding.

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

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

• Intermediate level experience working with excel spreadsheets including use of formulas, managing data, using filters and creating pivot tables, including troubleshooting skills in the areas of financial calculations and systems issues and the ability to analyze financial data drawing meaningful conclusions.
• Experience processing either payroll, human resources, purchasing and/or finance transactions.
• Ability to effectively and professionally communicate verbally and in writing to establish and maintain good rapport with staff, faculty, co-workers, and vendors providing excellent customer service with responsiveness and support; Ability to search an online databases using a filter.
• Ability to process an invoice and generate a payment request by using a financial system; Ability to create a report involving various funds and amounts, and present summary information about that report.
• Working knowledge of budget preparation and analysis with the ability to document discrepancies between planned and actual data.
• Ability to use a student or postdoc hiring template, update it with the latest salary information set up a hiring contract and enter the data info into a payroll system.

Preferred Qualifications

• Experience using UC Davis campus systems or equivalent (AggieEnterprise, AggieTravel, AggieExpense, AggieService, UCPath).
• Experience administering multiple fund sources with restrictions
• Familiarity with standard concepts, practices and procedures within UC and G.A.A.P (Generally Accepted Accounting Principles).
• Familiarity with university financial systems, particularly AggieEnterprise at UC Davis.
• Familiarity with expense reporting systems, particularly AggieTravel at UC Davis.
• Experience with handling logistics related to visiting speakers and workshops.

Key Responsibilities

• 55% - Fiscal Management and Financial Analysis
• 30% - Payroll/Personnel Reconciliation
• 5% - Department Contracts and Regular expenses
• 5% - Grant and Gift Tracking
• 5% - Other Departmental Support As Needed

Department Overview

The USDA/NSF AI institute of Food Systems (AIFS) is a partnership of 6 organizations (UC Davis, UC Berkeley, Cornell, UIUC, UC ANR, USDA) with a mission to empower the next generation with sustainable production, processing, and distribution of nutritious food through transformative AI technologies. Headquartered in Davis, CA, it is one of 27 national institutes funded by NSF and USDA in 6 thematic areas of strategic importance to the nation. AIFS involves a team of approximately 50 faculty and other professionals working on research, education and outreach programs, across a nationwide network of partners and local offices. AIFS has 2 foundational cross-cutting (AI and Socioeconomics) and 4 research (molecular breeding, agricultural production, food production and distribution, nutrition) clusters. AIFS also manages grants from NSF, corporate, and private entities. This position will be central to reporting and monitoring the grants and related invoicing and salary transactions.

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: Limited
• Percentage of Time: 100%
• Shift (Work Schedule): 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

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.

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

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