Administrative Officer (ADMIN OFCR 2 CX)

University of California, Davis; Davis (CA); Hybrid; USD 44,000 - 73,000; Full time

Benefits offered by this job

Benefits eligible

Hybrid work schedule

Job summary

University of California, Davis is seeking an experienced Administrative Officer to provide comprehensive support across finance, HR, and program operations in a department-wide capacity. The role requires handling procurement, invoicing, travel, payouts, and payroll-related tasks with adherence to campus policies.

The position is hybrid, supporting a diverse team and collaborating with service units to ensure efficient daily operations, event logistics, and departmental reporting.

Qualifications

• Bachelor's degree in business administration or related field or equivalent experience.
• Experience processing financial transactions (procurement, invoices, accounts payable, reimbursements, travel).
• Experience HR recruitment and onboarding for staff, students, or academic appointees.
• Knowledge of admin, financial, and HR policies in large orgs or higher ed.
• Ability to interpret policies and ensure compliance with requirements.
• Strong organizational skills with ability to manage multiple priorities.

Responsibilities

• Process financial transactions including procurement and invoicing.
• Support program operations, projects, and events with budgeting and logistics.
• Assist HR tasks such as recruitment, onboarding, and documentation.

Skills

Financial processing

Accounts payable

HR coordination

Recruitment support

Policy compliance

Organizational skills

Microsoft Office

Education

Bachelor's degree in business administration

Tools

Aggie Enterprise

Aggie Expense

Cognos

UCPath

Banner

Job description

Job Summary

In coordination with the Executive Director of the One Health Institute (OHI), CAO, and Leadership Team, provides administrative, processing, and operational support for departmental functions. This position independently manages complex business processing activities, including procurement, invoice and payment processing, accounts payable support, travel coordination, reimbursements, and reconciliation of transactions in Aggie Enterprise, while ensuring compliance with university and funding agency policies and deadlines. The role also supports human resources functions such as recruitment coordination, onboarding and offboarding of staff, student, and postdoctoral hires, personnel transactions, and related payroll processes in collaboration with shared service units. In addition, the incumbent coordinates and supports departmental events, programs, and special projects by managing logistics, budgets, vendors, and on-site operations. Serving as a key administrative resource, this position supports daily operations, compliance activities, reporting, and cross-functional coordination to ensure the efficient and effective functioning of the department and its centers.

RECRUITMENT PERIOD ONE MONTH

Applicants will be screened after two weeks; and then on a weekly basis. The position can be filled prior to the removal date.

Apply By Date: October 9, 2026

Qualifications

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

• Bachelor’s degree in business administration or a related field, or equivalent combination of education and experience.
• Demonstrated experience processing financial transactions such as procurement, invoices, accounts payable, reimbursements, and/or travel coordination in a complex administrative environment.
• Experience coordinating or supporting human resources functions, including recruitment, onboarding, offboarding, and personnel documentation for staff, students, or academic appointees.
• Knowledge of administrative, financial, and HR policies and procedures in a large organizational or higher education setting.
• Ability to independently interpret and apply policies, resolve processing issues, and ensure compliance with institutional and funding agency requirements.
• Strong organizational skills with the ability to manage multiple priorities, deadlines, and detailed administrative processes accurately.
• Proficiency with administrative systems and software (such as financial systems, HR platforms, and Microsoft Office applications) and ability to learn new enterprise systems quickly.

Preferred Qualifications

• Experience using Aggie Enterprise (AE), Aggie Expense, Cognos, UCPath, and pre-purchasing.
• Experience with Aggie Service, Recruit, Banner, recruitment of staff, postdoctoral scholars, and student titles.
• Analytical skills to evaluate information and apply principles to record data and retrieve information.
• Knowledge of the University’s accounting, procurement, travel, benefits and personnel policies, procedures.

Key Responsibilities

• 40% - Business & Financial Processing
• 40% - Program Support
• 20% - HR Assistance

Department Overview

The One Health Institute (OHI) is engaged in numerous state and international training and research projects and programs regarding involving emerging and endemic diseases, public health, planetary health, and wildlife conservation, including responding to emergency events involving animals and humans. The One Health Institute is the administrative home of a diverse collection of research and public service Centers, Programs and projects. Each of these organizational units and the individuals who comprise them fulfill the mission of the OHI as they are all working at the interface of animals, people, and the environment to solve complex problems impacting health and conservation.

POSITION INFORMATION

• Salary or Pay Range: $31.59 - $53.07/hour
• Salary Frequency: Hourly
• Salary Grade: STEPS
• UC Job Title: ADMIN OFCR 2 CX
• UC Job Code: 004263
• Number of Positions: 1
• Appointment Type: Career
• Percentage of Time: 100%
• Shift (Work Schedule): M-F, 8am-5pm
• Location: Davis, CA
• Union Representation: Yes - CX-Clerical/Admin
• Benefits Eligible: Yes
• 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 by visiting UCnet Benefits Page or Benefits Summary for UC Davis Health Employees or Benefits Summary for UC Davis Employees.

• High quality and low-cost medical plans to choose from to fit your family's needs
• UC pays for dental and vision coverage for you and your family
• Retirement plans for eligible employees including Pension and other Retirement Saving Plans
• Supplemental insurance offered including additional life, short/long term disability, pet insurance, legal coverage, accident, critical illness and hospital indemnity
• Pregnancy and Parental Leave, Family & Medical Leave, Adoption Assistance and Pay for Family Care and Bonding for eligible employees
• Lactation Support Program and Family Care discounts and resources
• Employee Well-being resources and programming to support thriving in all aspects of employee’s lives
• On-site Employee Assistance Program including access to free mental health services
• Generous amount of paid Holidays annually as outlined in the UC Policies or Collective Bargaining Agreements
• Paid Time Off/Vacation/Sick Time as outlined in the UC Policies or Collective Bargaining Agreements
• Continuing Education (CE) allowance and Staff Education Reimbursement Program for eligible employees
• Access to free professional development courses and learning opportunities for personal and professional growth
• Public Service Loan Forgiveness (PSLF) Qualified Employer and Student Loan Debt Counseling Program for eligible employees

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 - Never 0 Hours
• Lifting/Carrying over 50 lbs - Never 0 Hours
• Pushing/Pulling 0-25 Lbs - Occasional Up to 3 Hours
• Pushing/Pulling 26-50 lbs - Never 0 Hours
• Pushing/Pulling over 50 lbs - Never 0 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) - Never 0 Hours
• Reaching overhead - Occasional Up to 3 Hours
• Keyboard use/repetitive motion - Frequent 3 to 6 Hours

Environmental Demands

• Chemicals, dust, gases, or fumes - Never 0 Hours
• Loud noise levels - Never 0 Hours
• Marked changes in humidity or temperature - Never 0 Hours
• Microwave/Radiation - Never 0 Hours
• Operating motor vehicles and/or equipment - Never 0 Hours
• Extreme Temperatures - Never 0 Hours
• Uneven Surfaces or Elevations - Never 0 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 usage 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.

• Works well as in a team-oriented environment.
• Excels in a fast-paced work environment with minimal supervision.
• Provide own transportation to off-site meetings and events.
• Occasionally drive alternative fueled vehicles provided by the University.
• Restricted vacation during peak periods and during peak workload periods.
• Work in a shared space environment.
• Work in an area where there are constant traffic and noise from office machines, telephones and conversations.

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