Blank Assistant 3 - Davis, CA, Job ID 88609

Clay Today; Davis, Northern (CA, KY); Hybrid; USD 43,000 - 51,000; Full time

Job summary

UC ANR Innovate is seeking a Program Administrative Assistant to support operations, HR, procurement, travel, and budget tracking. The role partners with staff and external partners to ensure programs run smoothly and compliantly.

The position requires strong organizational skills, proficiency in MS Office and Zoom, and the ability to handle multiple tasks with accuracy. Hybrid work in Davis, CA, is available.

Qualifications

• High school diploma or equivalent experience.
• Strong organizational and multitasking abilities with attention to detail.
• Proficiency with Microsoft Office applications and virtual meeting tools.
• Ability to learn UC/UC ANR policies and administrative systems.
• Excellent written and verbal communication skills.

Responsibilities

• Provide day-to-day administrative support to the UC ANR Innovate team.
• Process purchasing, travel, reimbursements, vendor payments, and other routine transactions.
• Maintain accurate records for HR and fiscal documentation with retention guidelines.
• Coordinate recruitment onboarding logistics and related records.
• Manage calendars, meetings, and event logistics; prepare and route materials.

Skills

Organizational skills

Communication skills

Time management

Attention to detail

Adaptability

Education

Bachelor's degree in Business/Public/Organizational Administration or related field

Tools

Microsoft Office

Zoom

Job description

Job Description

Under general supervision, the Program Administrative Assistant is an integral member of the UC ANR Innovate team, helping support the people, programs, and partnerships that move our work forward. The position provides day-to-day administrative, fiscal, scheduling, event, and program coordination support and helps ensure that activities run smoothly and efficiently. Working with a high degree of independence on routine to moderately complex assignments, the coordinator supports purchasing, travel, reimbursements, HR and payroll transactions, contract tracking, budget monitoring, meetings, and events. The role also serves as a welcoming and responsive resource for staff and external partners, maintains accurate records and documentation, and helps create the strong operational foundation needed for a growing statewide innovation program.

UC ANR Innovate is one of UC Agriculture and Natural Resources' statewide programs, focused on advancing innovation in agriculture and natural resources. The program connects researchers, entrepreneurs, growers, industry, and other partners to move promising ideas and technologies from development to real-world application. Internally, UC ANR Innovate works closely with UC ANR advisors, specialists, and Research and Extension Centers to support innovation, field testing, validation, and adoption across California. Its work also includes commercialization support, workforce development, and building stronger regional and statewide innovation ecosystems.

The home department is the Office of Innovation.

Key Responsibilities

45%

Business Operations:

• Serve as a primary administrative resource for day-to-day operations and provide administrative support to the UC ANR Innovate team.
• Process purchasing requests and requisitions, travel arrangements, reimbursements, expense reports, vendor payments, and other routine administrative transactions in accordance with UC ANR procedures.
• Maintain accurate, organized, and secure office and program records, including confidential HR and fiscal documentation, and follow established retention and access requirements.
• Coordinate recruitment and onboarding logistics, including interview scheduling, workspace and equipment set-up, system access requests, forms, and separation checklists; maintain related records.
• Respond to routine administrative questions, research established procedures, and route complex or policy-sensitive issues to the appropriate resource.

25%

Program, Meeting, and Event Support:

• Manage calendars and coordinate meetings and working sessions, including invitations, RSVPs, agendas, logistics, meeting materials, and follow-up records.
• Coordinate purchasing of project supplies and equipment, maintain office supply inventory, and identify cost-effective sources in accordance with procurement procedures.
• Prepare and route administrative materials for contracts and service agreements; track status, required documentation, deadlines, and deliverables.
• Coordinate logistics for UC ANR Innovate events, including room reservations, catering, participant communications, materials, supplies, and on-site staffing as needed.
• Maintain shared program files, contact lists, calendars, and administrative trackers to support consistent communication and follow-through.

20%

Financial and Budget Support:

• Process contractor invoices, vendor payments, travel reimbursements, and related documentation; follow up on routine payment issues and maintain records for audit readiness.
• Maintain spreadsheets and financial trackers for program expenditures, commitments, invoices, and balances.
• Review routine ledger activity and supporting documentation, identify discrepancies, and coordinate corrections with the Financial Analyst or appropriate service unit.

10%

Other duties as assigned.

Requirements:

• High school diploma or equivalent experience.
• Strong organizational skills with the ability to manage multiple assignments, shifting priorities, and time-sensitive deadlines with a high degree of accuracy.
• Thorough knowledge of basic office, financial processing, and administrative procedures, including the ability to maintain accurate records and spreadsheets.
• Strong oral and written communication skills; ability to explain procedures clearly, prepare professional correspondence, and communicate effectively with staff and external partners.
• Proficiency with Microsoft Office applications, particularly Outlook, Word, and Excel, as well as virtual meeting platforms such as Zoom.
• Ability to learn and apply UC and UC ANR policies, procedures, and administrative systems.

Preferred Skills:

• Bachelor's degree in Business Administration, Public Administration, Organizational Management, or a related field.
• Prior experience in UC or UC ANR policies, procedures, and administrative systems.
• Experience with systems such as TRS, AggieTravel, AggieBuy, or similar systems.
• Experience supporting contracts, grants, sponsored projects, or other externally funded programs.
• Experience working in agriculture, research, extension, higher education, or a related program environment.

Special Conditions of Employment:

Must possess valid California Driver's License to drive a County or University vehicle. Ability and means to travel on a flexible schedule as needed, proof of liability damage insurance on vehicle used is required. Reimbursement of job-related travel will be reimbursed according to University policies.

The University reserves the right to make employment contingent upon successful completion of the background check. This is a designated position requiring a background check and may require fingerprinting due to the nature of the job responsibilities. UC ANR does hire people with conviction histories and reviews information received in the context of the job responsibilities.

As of January 1, 2014, ANR is a smoke- and tobacco-free environment in which smoking, the use of smokeless tobacco products, and the use of unregulated nicotine products (e-cigarettes), is strictly prohibited.

As a condition of employment, you will be required to comply with the University of California Policy on Vaccination Programs, as may be amended or revised from time to time. Federal, state, or local public health directives may impose additional requirements.

Misconduct Disclosure Requirement: As a condition of employment, the final candidate who accepts an 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; or have filed an appeal of a finding of substantiated misconduct with a previous employer.

"Misconduct" means any violation of the policies governing employee conduct at the applicant's previous place of employment, including, but not limited to, violations of policies prohibiting sexual harassment, sexual assault, or other forms of harassment, or discrimination, as defined by the employer. For reference, below are UC's policies addressing some forms of misconduct:

UC Sexual Violence and Sexual Harassment Policy

UC Anti-Discrimination Policy

Abusive Conduct in the Workplace

Pay Scale:

$30.87/hour to $37.09/hour

Job Posting Close Date:

This job is open until filled. The first application review date will be 9/17/2026.

Location and Working Arrangements:

While this position normally is based in Davis, CA, this position is eligible for hybrid flexible work arrangements for applicants living in the State of California at this time. Please note that hybrid flexible work arrangements are subject to change by the University.

Job Type and Contract:

This position is a career appointment that is 100% fixed.