Program Assistant (BLANK AST 2)

UC Davis Continuing and Professional Education; Davis (CA); Hybrid; USD 40,000 - 58,000; Full time

Job summary

UC Davis Continuing and Professional Education is seeking a logistics-focused administrator to support statewide contract training delivery. The role includes on-site and online event planning, vendor coordination, travel arrangements, and materials preparation, with a focus on accuracy and professional client service.

The position requires attention to detail, strong MS Office skills, and the ability to manage multiple tasks in a hybrid work environment at the Davis, CA location.

Qualifications

• High school diploma or equivalent experience.
• Valid California driver’s license or eligibility for Employer Pull Notice program.
• Experience planning/coordinating logistical details for events or programs in professional/educational settings.
• Administrative office support experience including data entry, tracking materials, and maintaining records.
• Customer service experience in a business office environment with minimal direction.

Responsibilities

• Office administration and calendar management.
• Program coordination and on-site/virtual support for trainings and events.
• Prepare and process enrollment and evaluations; assist with reporting.

Skills

Office support

Customer service

Editing

Communication

Data entry

Education

High school diploma

Tools

MS Office

Job description

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

• 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
• Percentage of Time: 100% Fixed
• Shift (Work Schedule): Mon-Fri: 8am-5pm
• Location: Davis, Ca
• 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.