Administrative Operations Officer (ADMIN OFCR 3 CX)

UC Davis Continuing and Professional Education; Davis (CA); Hybride; USD 93 000 - 142 000; Plein temps

Avantages offerts par ce poste

Medical plans

Dental and vision coverage

Retirement plans

Paid holidays

Paid time off

Résumé du poste

UC Davis Continuing and Professional Education (CPE) is seeking an Administrative Operations Officer to independently manage division-level administrative operations and provide high-level project management, policy, and analytical support for the Dean and Division.

You will lead development and improvement of processes, oversee OKR tracking, and coordinate SLT priorities across the division with confidentiality and strong communication skills.

Qualifications

• Bachelor's degree in a related area or equivalent experience.
• Experience managing or coordinating administrative operations and procedures.
• Experience developing and applying administrative policies.
• Experience analyzing operational information to support planning and decision-making.
• Experience coordinating multiple administrative projects and events.
• Experience providing executive-level administrative support with discretion.

Responsabilités

• Owns administrative operations management and process ownership.
• Develops and administers division policies and procedures.
• Provides executive analysis and cross-functional leadership.

Connaissances

Administrative operations

Policy development

Executive support

Project management

Analytical thinking

Communication

Decision support

Formation

Bachelor's degree

Outils

Box

Zoom

Smartsheet

Airtable

Excel

Databases

Word processing

PowerPoint

Description du poste

Job Summary

Under the general direction of the Chief Operations & People Officer (COPO) of UC Davis Continuing and Professional Education (CPE), the Administrative Operations Officer uses seasoned administrative operations skills to independently manage, plan, and administer division-level administrative operations and to provide high-level project management, policy, and analytical support that advances the priorities of the Dean and the Division. The position owns the development and continuous improvement of administrative processes and procedures; develops, leads, and analyzes divisional policies and procedures; manages complex and sensitive initiatives from planning through completion; and, on behalf of the Dean, oversees management and tracking of the Senior Leadership Team (SLT) and Dean’s Office annual priorities and the division’s Objectives and Key Results (OKR) process in Teamflect, serving as a trusted partner to leadership.

Apply By Date: November 10, 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 a related area and/or equivalent experience/training.
• Experience managing or coordinating administrative operations, including development and implementation of procedures and business processes.
• Experience developing, analyzing, interpreting, and applying administrative policies and procedures.
• Experience with analysis of operational information to support planning and decision-making.
• Experience coordinating multiple concurrent administrative projects, meetings, events, or initiatives; setting priorities; resolving issues; and ensuring timely follow-through.
• Experience providing executive-level administrative support and working with confidential correspondence and internal/external stakeholders with discretion and sound judgment.
• Thorough knowledge of University or comparable organizational rules, regulations, processes, protocols, and procedures for administrative operations and personnel administration. Knowledge of policy development and analysis, with the ability to interpret policy, assess its operational impact, and determine practical solutions. Strong interpersonal skills, including verbal and written communication, active listening, critical thinking, persuasiveness, advising, and customer service. Ability to use discretion and maintain confidentiality. Strong skills in short-term planning, analysis, problem-solving, prioritization, and coordination of multiple concurrent assignments.
• Thorough knowledge of human resources policies and procedures, with the ability to identify issues and determine practical solutions within established guidelines. Knowledge of a variety of administrative operational activities such as event planning, travel, risk management, facilities/resource coordination, accounting/payroll processes, and related administrative services. Solid knowledge of common University-specific computer applications and demonstrated proficiency with spreadsheets, databases, word processing, presentation software, Box, Zoom, and project/work management tools (e.g., Smartsheet, Airtable). Analytical and problem-solving skills to identify problems and develop solutions. Proven ability to manage complex projects, set priorities, anticipate needs, coordinate multiple details simultaneously, and follow through to successful completion in fast-paced environments.

Preferred Qualifications

• Familiarity with UC Davis administrative systems and processes, including tools such as AggieBuy, AggieTravel, AggieService, and other systems used for financial, travel, and operational administration.
• Experience coordinating administrative activities across functions such as financial services, human resources, facilities, student services, communications, or related operational areas.
• Experience coordinating travel and lodging, meetings/conferences, events, purchasing, and travel and entertainment reimbursements in a complex organization.
• Experience administering goal-setting or priority-tracking processes (e.g., OKRs) and related platforms (e.g., Teamflect).
• Ability to adapt to ambiguity, uncertainty, and frequent change in support of executives and program managers.

Key Responsibilities

• 40% - Administrative Operations Management & Process Ownership
• 30% - Policy Development, Interpretation & Administration
• 30% - Executive Analysis, Communications & Cross-Functional Leadership

Department Overview

UC Davis Continuing and Professional Education (CPE) is the workforce development and lifelong learning arm of the university. The division maintains the most diverse portfolio on campus, including online professional courses and certificates, contract training for public and private organizations and state agencies, online graduate degrees in partnership with UC Davis colleges, international academic and cultural exchange programs, pre-college programs and more.

UC Davis CPE is a global leader in continuing education. With nearly 90,000 annual enrollments in professional, academic and enrichment courses and millions of enrollments in Massive Open Online Courses, CPE serves lifelong learners in the growing Sacramento region, all 50 states and more than 100 countries. CPE employs approximately 230 employees and draws on the expertise of approximately 700 instructors.

POSITION INFORMATION

• Salary or Pay Range: $93,462.01 - $141,650.96/yr. (Department budgeted salary range: $93,462.01 - $101,745.00/yr. Commensurate with experience.)
• Salary Frequency: Annual
• Salary Grade: STEPS
• UC Job Title: ADMIN OFCR 3 CX
• UC Job Code: 004800
• Number of Positions: 1
• Percentage of Time: 100%
• Shift (Work Schedule): M-F Variable (1-2 days onsite per week)
• Benefits Eligible: Yes
• This position is hybrid (mix of on-site and remote work)

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 HoursBending/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
• Chemicals, dust, gases, or fumes - Never 0 Hours
• Marked changes in humidity or temperature - 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

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 team-environment setting with interruptions, conversations, and customer needs/questions are common. May be required to work in an open and/or shared office environment with multiple interruptions. Work an occasional flexible schedule. Work occasional overtime including evenings, nights and weekends.

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