"Administrative Assistant 3 Fresno, CA, Job ID 80028"

Job Description

Under general direction works on operational and/or procedural assignments that require the exercise of considerable discretion and independent judgment. Understands implications of work and makes recommendations for solutions. Determines methods and procedures on new assignments.

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

Pay Scale: $29.40/hour to $35.32/hour

Job Posting Close Date: This job is open until filled. The first application review date will be 8/13/2025.

Key Responsibilities:

• 30% Financial and Budget Management - Manages complex financial and budgetary activities for UC ANR academic and statewide programs. Oversees ledger reconciliation, internal and external billing, and fiscal monitoring using UC systems such as Aggie Enterprise. Ensures compliance with UC policies while processing BOC forms, gifts, donations, and tracking unreconciled P-Card and Travel Card expenses.
• 20% Procurement and Supply Chain Support - Coordinates procurement processes through Aggie Enterprise for supplies, services, and materials needed by advisors and program staff in Fresno and Madera Counties. Manages vendor onboarding, order fulfillment, publication sales, and shipping logistics, ensuring compliance with UC purchasing policies and timely delivery of resources.
• 20% Administrative and Office Operations - Supports the day-to-day operations by managing front office functions, mail distribution, conference room scheduling, and office supply inventory. Maintains digital communication platforms, including UCCE websites and social media accounts.
• 15% Staff Support and Onboarding - Provides administrative support to academic and programmatic staff including onboarding, training coordination, compliance tracking, and general assistance. Supports HR-related processes including new hire paperwork and DMV Pull Notice documentation, while actively participating in internal meetings and communications.
• 10% Backup and Cross-Coverage - Serves as a designated backup to the Office Manager, ensuring continuity of administrative operations during absences or peak periods. Provides adaptable support to maintain service levels across multiple program areas.
• 5% Data Collection and Reporting - Collects, compiles, and organizes program data from internal systems, reports, and stakeholder submissions to support UC ANR outreach, grant reporting, and impact documentation efforts. Assists with content preparation for evaluations and compliance documentation.

Requirements:

• High school diploma or equivalent experience.
• Thorough knowledge in administrative procedures and processes including word processing, spreadsheet and database applications.
• Requires good verbal and written communication skills, active listening, critical thinking, multi-task and time management skills.

Preferred Skills:

• Requires interpersonal and work leadership skills to provide guidance to other nonexempt personnel.

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.
• 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.
• 'Misconduct' means any violation of the policies or laws governing conduct at the applicant's previous place of employment, including, but not limited to, violations of policies or laws prohibiting sexual harassment, sexual assault, or other forms of harassment, discrimination, dishonesty, or unethical conduct, 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