University of California Agriculture and Natural Resources
Job Description
Internal to ANR employees only.
The Office Administrative Assistant has independent responsibility within the overall goals of the Alameda office for coordination and monitoring of all fiscal and personnel management. The incumbent provides administrative services for a growing number of academic and other personnel as well as fiscal management of an increasing number of contracts and grants.
The Office Administrative Assistant assists the county director in the preparation of budgets for grants and maintains and monitors all financial records. Performs financial research, bank reconciliations, gifts, donations, cash collections, fiscal closing, negotiates contracts with vendors, and maintains records of all financial documentation. Acts as liaison between the county and UCCE Alameda in all aspects of administrative, academic, extramural funds and budget, purchasing/accounts payable, and human resources. Assists county director in planning and executing grants and reports. Assists Academic Advisors in the preparation and final edition of their program reviews, publications, articles, and reports.
This position is a career appointment that is 100% fixed.
Pay Scale: $32.11/hour to $38.55/hour.
Job Posting Close Date: This job is open until filled. The first application review date will be 9/11/2026.
Key Responsibilities
Administrative Duties (40%)
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.
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.
Fiscal Management (45%)
Track account milestones and end dates, analyze/recommend budget line-item adjustments for advisors' accounts and program development expenses; initiate/prepare fiscal projections and make recommendations to county director. Prepare annual county expenditure, budget and variance reports for UCOP/ANR Resource Planning & Management office. Consolidate annual program work plans/budgets for reporting.
Personnel Coordination (10%)
Work with ANR Human Resources Unit (HR) and supervisor to coordinate new hire, personnel, and separation actions. Assist new employees with completion of UC employment forms provided by HR, and obtain UC ANR logins, email, access to server, office procedures etc. Maintain confidential personnel, safety training, and worker compensation/accident files. Track personnel contract ending dates, coordinate with advisors/staff to notify the BOC of funding changes and extensions of appointments, and review accuracy of payroll distribution percentages by funding account. Manage sensitive and confidential information regarding bargaining unit issues. File and track Worker's Compensation claims and staff leave requests. Liaison with staff/academics regarding the submission of online timesheets. Collect and receive all absence slips and changes to work schedules. Maintain a master calendar of approved staff vacation/sick leave for county directors and advisors to match online timesheet reporting. Review ergonomic needs of staff and manage interface with ANR Risk & Safety Services
Website/Data Management (5%)
Maintain UCCE Alameda website using Site Builder software. Modify county director's program page as requested, create web pages and surveys for events and activities. Maintain contact database for advisors. Oversee administrative access approval to Master Gardener/4-H/Master Composter/Master Food Preserver volunteers and liaison/trouble-shoot with UC tech support.
Requirements
- 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.
Preferred Skills
- Bachelor's degree or equivalent experience.
- Experience working in a complex, multi-location public university or higher education system, or in a medium-to-large nonprofit or foundation.
- Maintains interpersonal and work leadership skills to provide guidance to other nonexempt personnel.
Special Conditions of Employment
- Must possess a 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.
- Must comply with regulatory agency reporting requirements (California's Child Abuse and Neglect Reporting Act).
- 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), are strictly prohibited.
- As a condition of employment, you will be required to comply with the University of California Policy on Vaccination Programs, as may be amended or revised from time to time. Federal, state, or local public health directives may impose additional requirements.
- Misconduct Disclosure Requirement: As a condition of employment, the final candidate who accepts an 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; or have filed an appeal of a finding of substantiated misconduct with a previous employer.
- "Misconduct" means any violation of the policies governing employee conduct at the applicant's previous place of employment, including, but not limited to, violations of policies prohibiting sexual harassment, sexual assault, or other forms of harassment, or discrimination, as defined by the employer. For reference, below are UC's policies addressing some forms of misconduct:
How to Apply
Internal Candidates*: To apply as an internal UC ANR employee, please go to: https://ucphrprdpub.universityofcalifornia.edu/psp/ucphrprd/EMPLOYEE/HRMS/c/HRS_HRAM_EMP_FL.HRS_CG_SEARCH_FL?Page=HRS_APP_JBPST_FL&Action=U&FOCUS=Employee&SiteId=18&JobOpeningId=88528&PostingSeq=1
External Candidates*: You must register to apply for a job or create a job search agent profile. Click the 'Register Now' link and follow the steps to create the account. The system will not prompt you to register until you try to apply for a job online.
*Employment applications must be submitted online through our careers site. Please note, we do not accept resumes or applications by email or on paper.
To apply, please visit: https://careerspub.universityofcalifornia.edu/psc/ucanr/EMPLOYEE/HRMS/c/HRS_HRAM_FL.HRS_CG_SEARCH_FL.GBL?Page=HRS_APP_JBPST_FL&JobOpeningId=88528&PostingSeq=1&SiteId=17&languageCd=ENG&FOCUS=Applicant
