"Administrative Officer - Santa Clara, CA, Job ID 84658"

Position Summary:

Under general supervision of UCCE Santa Clara Extension Director, the administrative officer serves as the county Office Manager supporting all human resources, office management, facilities management, financial and business operations. The Office Manager also provides programmatic support to UCCE Santa Clara programs. Duties include managing staff hiring processes, development of short and long-range budgets, management of diverse types of financial reporting and record keeping for grants and managing operational budgets and fiscal review. Program support may include managing data, event marketing and registration, and website updating.

As an administrative operations professional, the Office Manager will have an understanding of UC systemwide practices, policies, and procedures. They will provide analytical support, service, and training to UCCE Santa Clara staff and academics. They will use knowledge of professional concepts to research, analyze, interpret and apply policies and procedures to resolve a variety of issues that are often complex. The Office Manager will work collaboratively with the UC ANR Business Office, UC ANR IT, UC ANR Human Resources as well as County of Santa Clara, Agricultural Department Administration, serving as a liaison, point of contact, and handoff point with regard to supported actions and functions. The Office Manager will manage sensitive and confidential information. This position involves multi-tasking and working under competing deadlines.

The position requires on-site work at the UCCE Santa Clara County office on Berger Drive in San Jose, California with occasional work at the UCCE Santa Clara County office on Highland Avenue in San Martin.

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

Pay Scale: $ 32.44/hour to $43.44/hour

Job Posting Close Date:
This job is open until filled. The first application review date will be 03/13/2026.

Key Responsibilities:

35%
ADMINISTRATIVE OFFICE: Provide administrative support to a medium-size academic department with multiple programs and staff by managing facility and workspace modifications, IT installations and troubleshooting tech issues, manage travel records and reimbursements for part-time employees and volunteers, and assisting staff with Contracts and Grants, MOUs, Aggie Expense, Purchase Card and Corporate Card documentation requirements and policy complexities. Oversee administrative activities of staff and academics and provide oversight to other Administrative Assistants in the unit. Provide oversight and review of departmental documentation prior to submission to BOC for processing. Interface and serve as liaison with county partners: Agency Director, Ag Commissioner, Division Managers, Ag Biologists, Program Coordinators and Office Specialists. Interface directly with public as main point of contact for phone line, general e-mail and walk-ins during business hours. Respond to escalated issues and concerns, resolve conflicts and assist with program support requests when required due to presence of walk-in client. Communicate clearly with staff in disseminating notices, policies and procedures received from BOC or ANR SPU. Clarify verbally or in writing any instructions that may require additional interpretation by staff due to complex/unfamiliar topics or language barriers. Analyze, develop and review office operational procedures and guidelines and revise accordingly. Manage and support event planning and logistics at program and unit levels. Perform with expertise in Aggie Enterprise (procurement and accounting), GTS, Aggie Expense, Work Flow Automation, JDX Job Builder, Aggie Buy, VMS, Outlook, Excel, Word, MS Publisher, PowerPoint, Adobe Acrobat Pro.

15%
FISCAL MANAGEMENT ACCOUNTING / BUDGETARY: Gather and organize financial data from internal and external sources. Analyze, prepare and present data to Director UCCE, UCOP and Contracts & Grants, and to individual Program Advisors as requested or needed. Analyze current fiscal data trends to develop budgets and identify funding needs. Review CE accounts, analyze expenses, create payroll and non-payroll cost transfers as necessary and reconcile balances accordingly. Research fiscal data from internal and external sources and to provide input for non-technical portions of grant and contract proposals. Produce budget line items based on familiarity with Contract & Grants regulations and guidelines. Review and approve funding deduction calculation from Santa Clara County vis--vis MOU agreement. Calculate final year-end invoice and inform Contracts & Grants and UCOP Extramural Accounting regarding MOU invoicing. Process monies directly to UC Regents account.

10%
FISCAL MANAGEMENT PURCHASING: Assess staff computer and technology needs, provide purchase recommendations, acquire appropriate hardware/software and initiate installation work order with county tech support. Manage office supplies inventory and Direct Support Budget expenses and track expenditures by program. Advise Director/Advisors/Supervisors of program excesses.

25%
PROGRAM AND WEBSITE SUPPORT: Prepare County Annual Report and presentation. Maintain and build repository of program photos. Support programs with research and extension including data management, grant management, marketing and registration, evaluation, and participant management. Edit newsletters, fact sheets, journal submissions, and correspondences to Cooperative Extension partners and constituents. Oversee County website content and design.

15%
HIRING AND PERSONNEL COORDINATION: Initiate and oversee the Staff Personnel Request documentation requirements and HR on-line process to hire new employees. Assist hiring supervisors with developing position descriptions, provide procedural guidance, signature approval status updates and hiring process timelines. Coordinate with ANR SPU and BOC on New Employee documentation and start date. Supervise new employee orientation to UCCE Santa Clara, assess and fulfill work environment and ergonomic needs, initiate necessary computer/software acquisition and installation. Review personnel policies, procedures and provide compensation/benefits guidance. Oversee Aggie Expense, purchase card and corporate card acquisition and training. Manage hiring documentation of independent contractors and students. Maintain confidential personnel files; operate at a high level of confidentiality for staff and Academics in matters of conflict resolution, University policies and procedures, and personnel management.

Requirements:

• Ability to use sound judgment in responding to issues and concerns.
• Solid communication and interpersonal skills to communicate effectively with all levels of staff verbally and in writing.
• Solid organizational skills and ability to multi-task with demanding timeframes.
• Working knowledge of common organization-specific and other computer application programs.
• Ability to use discretion and maintain confidentiality.

Preferred Skills:

• Working knowledge of UC business systems including Aggie Expense, Aggie Enterprise, JDX job builder, UC Path, WFA, and Cognos.
• Working knowledge of common professional and office management applications including Word, Excel, and Publisher.