Grants & Financial Admin Coordinator

University of California Agriculture and Natural Resources; Hayward (CA); On-site; USD 44,000 - 54,000; Full time

Job summary

The Office Administrative Assistant at University of California Agriculture and Natural Resources (UC ANR) Alameda handles a wide range of administrative and fiscal tasks to support the county director, advisors, and staff. The role coordinates budgets, grants, and contracts while maintaining confidential records in a busy public university setting.

This 100% fixed career appointment requires strong organizational skills, proficiency with Word, Excel, and Adobe, and the ability to liaise across

Qualifications

• High school diploma or equivalent experience.
• Ability to maintain strict confidentiality of information.
• Experience with bookkeeping, accounting, and invoice processing, including independently gathering, organizing, and analyzing financial information.
• Experience establishing goals and priorities, organizing and coordinating multiple and complex projects simultaneously and with competing deadlines.
• Strong attention to detail, with a demonstrated commitment to accuracy and thoroughness.
• Thorough computer skills and experience using Microsoft Word, Excel, Outlook, Adobe, and multiple internet browsers.
• Thorough knowledge in administrative procedures and processes, including drafting correspondence and maintaining files and databases.
• Skills to maintain calendars for multiple individuals using computer technology.
• Ability to handle scheduling and logistical arrangements for travel and meetings.
• Requires good verbal and written communication skills, active listening, critical thinking, multitasking, and time management skills.
• Knowledge and/or experience with web page design and content.

Responsibilities

• Provide administrative office support for the county director and advisors.
• Serve as first point of contact for the office; manage walk-ins, answer and route phone calls to appropriate parties, provide general program and procedural information.
• Problem-solve clientele issues before forwarding to appropriate staff/advisors.
• Compose, prepare, edit newsletters, forms, reports, tables, spreadsheets, memos, and general correspondence and other documents using word processing and graphics software from draft through final versions.
• Assist advisors in compiling and preparing grant proposals.
• Provide administrative support and intercede with Business Operations Center (BOC) to troubleshoot travel report issues for staff/advisers and serve as a delegate in processing travel and entertainment reimbursements and corporate card payments for the county director.
• Coordinate location and meeting logistics for events.
• Troubleshoot basic tech issues and resolve for staff when possible.
• Serve as contact person for routine building maintenance and request county and/or UC IT support for more complex technology or telecommunications issues.
• Prepare outgoing and process incoming mail.
• Order, inventory and maintain office supplies.
• Provide guidance to advisors and staff on procedures, practices, and implementing policies.
• Anticipate and prepare reports to support county director, advisors, and staff queries.
• Maintain updated organizational chart, staff office and emergency contact list.
• Perform role of ANR Safety Coordinator, enforce safe practices in office, and may attend quarterly Safety Team meetings.

Skills

Microsoft Word

Excel

Outlook

Adobe

Web browsers

Education

Bachelor's degree or equivalent experience

Tools

Site Builder

Job description

The Office Administrative Assistant at University of California Agriculture and Natural Resources (UC ANR) Alameda handles a wide range of administrative and fiscal tasks to support the county director, advisors, and staff. The role coordinates budgets, grants, and contracts while maintaining confidential records in a busy public university setting.

This 100% fixed career appointment requires strong organizational skills, proficiency with Word, Excel, and Adobe, and the ability to liaise across