Program Assistant (BLANK AST 2)

University of California, Davis; Davis (CA); Hybrid; USD 41,000 - 58,000; Full time

Job summary

University of California, Davis is seeking a detail‑oriented Logistics/Program Coordinator to serve as the logistical representative for statewide contract training. You will manage site selection, travel, materials, and documentation for on-site, online and distance learning programs, providing strong customer service and data reporting.

The role involves event planning, scheduling, and supporting multiple projects with a focus on accuracy, efficiency, and professional communication across

Qualifications

• Valid California driver’s license or ability to enroll in the California Employer Pull Notice Program.
• High school diploma or equivalent experience.
• Experience planning/coordinating logistical details for events or programs in a professional or educational environment.
• Administrative office support experience including large amounts of data entry, tracking materials and information, and maintaining accurate records.
• Customer service experience in a business office environment to handle client/customer requests professionally and timely.
• Proficiency with MS Office Suite (Word, Excel, PowerPoint, Access) and other database applications.
• Demonstrates ability to problem-solve in varied situations.
• Interpersonal, oral and written communication skills for interacting with staff, students and clients.

Responsibilities

• Provide on-site and virtual support for trainings, and assist with course/event planning.
• Coordinate program logistics including site selection, permits, travel arrangements and material preparation.
• Process enrollment and evaluations and maintain schedules and reports.
• Support administrative team projects and participate in unit/department meetings.

Skills

Customer service

Interpersonal communication

Problem solving

Editing and proofreading

Event coordination

Education

High school diploma or equivalent

Tools

MS Office Suite

Database applications

Job description

Job Summary

Under supervision, function as the logistical representative for the delivery of Resource Center for Family Focused Practice statewide contract training, totaling approximately $2 million in contracts per year. Develop professional relationships with county contacts, instructors and off site vendors to ensure successful assessment, development, and implementation of standardized and customized on site, online and distance learning training. Conduct event/Course planning such as selecting and reserving event sites, provide logistical arrangements including acquiring permits, arranging for travel arrangements, gathering and duplicating materials, and creating paperwork for compensation. Track and monitor expenses. Provide on-site support and virtual proctoring support. Typing and formatting a variety of documents. Processing enrollment and evaluations. Maintaining schedules and calendars. Provide quality customer service, assist with the development of new projects; administrative team projects; participate/attend in unit and department wide meetings and committees. Provide onsite support for trainings, institutes, conferences, and special programs, assist with compiling program data and creating reports.

Qualifications

Minimum Qualifications

• Required to hold a valid California driver's license, have a driving record that is in accordance with local policies/procedures, and/or enroll in the California Employer Pull Notice Program
• High school diploma or equivalent experience
• Experience planning/coordinating logistical details for events or programs in a professional and/or educational environment.
• Administrative (on-site and virtual) office support experience including large amounts of data entry, tracking materials and information, and maintaining accurate records.
• Customer service experience in a business office environment to handle client/customer requests professionally, expediently, and with minimum direction.
• Proficient with MS Office Suite (e.g. Word, Excel, PowerPoint, Access) and other database applications.
• Demonstrates ability to problem-solve in varied situations.
• Editing and proofreading skills to proofread documents to ensure grammar, spelling and punctuation are accurate.
• Interpersonal, oral and written communication skills to interact professionally and effectively in-person, on the telephone, online, and via email with a diverse group of staff, students and clientele in a collaborative team environment.

Preferred Qualifications

• Experience organizing workload independently and setting priorities, adapting to changing work priorities, and performing multiple unrelated tasks.
• Experience in using automated and computerized financial systems. Knowledge to research products and to negotiate with vendors for best terms.
• Problem solving experience translating customer needs/problems, identify relevant factors, formulate logical conclusions and suggest alternative solutions.
• Experience communicating before groups and facilitating group meetings and discussions.
• Skills to obtain information from clients to effectively meet the goals/objectives of training.

Key Responsibilities

• 45% - Office Administration
• 45% - Program Coordination and Support
• 5% - Marketing Assistance
• 5% - Process Improvement

Department Overview

UC Davis Continuing and Professional Education (CPE) is the lifelong learning arm of the university. The division maintains the most diverse portfolio on the campus, with programs spanning pre-college, professional continuing education, workforce development, international academic and cultural exchange, and training services for corporate and agency partners. As a global leader in continuing education, CPE serves learners regionally, nationally and globally, and posts more than 55K enrollments annually making it the third largest UC Extension by enrollment. Beyond its community-facing role, CPE serves as the internal hub for online education in support of other academic units on the campus. CPE employs approximately 180 employees and draws on the expertise of approximately 1,700 instructors.

POSITION INFORMATION

• Salary or Pay Range: $29.40 - $42.14
• Salary Frequency: Hourly
• Salary Grade: 108
• UC Job Title: BLANK AST 2
• UC Job Code: 004723
• Number of Positions: 1
• Appointment Type: Staff: Career
• Percentage of Time: 100% Fixed
• Shift (Work Schedule): Mon-Fri: 8am-5pm
• Location: Davis, Ca
• Union Representation: 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
• 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.

Work overtime during peak periods.

Special Requirements

• 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.

To learn more about our background check program, please visit: https://hr.ucdavis.edu/departments/recruitment/ucd/selection/background-checks