Instructional Operations Assistant (BLANK AST 3)

Under general supervision of the Assistant Director of Project & Instructional Resources, assist with front desk management and managing the program operations to help support the Sacramento MBA Program and special events. The Instructional Operations Specialist will assist in managing front desk customer service, facility & instructional operations and recommend solutions regarding operational needs in Davis and Sacramento. Determine appropriate actions, provide recommendations and guidance in establishing and ensuring proper operational protocol. Maintain cross-unit coordination and communication with other staff units and faculty in support of efficiently and effectively implementing goals.

Apply By Date: February 7, 2025 at 11:59pm

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

• Demonstrated customer service orientation and experience.
• Demonstrated strong analytical and problem-solving skills.
• Skills to translate plans into action and to meet objectives, prepare reports of results.
• Demonstrated good verbal and written communication skills, documenting and reporting clearly and concisely.
• Skills to map operational processes in a logical manner and integrate tasks into a programmatic context and to establish project plans and timetables to completion, including status tracking and project updates in coordination with other participants.
• Organizational and time management skills.
• Writing, proofreading, editing and communication skills. Knowledge to understand and translate complex business information to write clear, accurate and compelling copy in an appropriate form for diverse audiences and publications.

Preferred Qualifications

• Experience providing staff support to an instructional program in a University setting.
• Experience writing complex summaries and reports, including the skill to use written language accurately and creatively; command of correct grammar, spelling, and punctuation; and skills in editing and proofing copy/media.
• Experience with using multiple data bases.
• Advanced computer skills and experience utilizing and implementing technologies such as Adobe Acrobat, and Microsoft Office.
• Interpersonal, written and verbal skills, and the skill to listen effectively.
• Conveys instructions, directions, and information appropriately.
• Customer service orientation.
• Skill to absorb complex technical and conceptual information, identify key issues and details, and present understandable alternatives to individuals of varying technical expertise at all levels of the organization.
• Skill to work on multiple complex tasks that are not necessarily well defined, under pressure of full workload, tight deadlines and shifting priorities.

Key Responsibilities

• 40% - Front Desk Support
• 30% - Instructional Operations Support
• 20% - Program and Facility Operations Support
• 10% - Events/Others Duties As Assigned

Department Overview

The Project and Instructional Resources unit provides support to faculty, students, and staff in the Graduate School of Management (GSM) by managing operational processes, projects, and systems that support the instructional activities of the school.

POSITION INFORMATION

• Salary or Pay Range: $28.49 - $40.83/hour (Department budgeted salary range: $28.49/hr. - $31.22/hr. Commensurate with experience.)
• Salary Frequency: Bi-Weekly
• Salary Grade: 108
• UC Job Title: BLANK AST 3
• Number of Positions: 1
• Appointment Type: Staff: Career
• Percentage of Time: 100%
• Shift Hours: Tuesday through Friday (8-5 pm), Saturday at the Sacramento campus (7:30-4:30 pm).
• Location: Davis, CA
• Union Representation: Yes - CX
• Benefits Eligible: Yes
• This position is 100% on-site

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 rules by visiting either our handy Benefits Summary for UC Davis Health Employees or Benefits Summary for UC Davis Employees and our Benefits Page.

If you are represented by a union, benefits are negotiated between the University of California (UC) and your union and finalized in a contract. Read your bargaining unit's employment contract, stay abreast of current negotiations and learn about collective bargaining at UC: https://ucnet.universityofcalifornia.edu/labor/bargaining-units/index.html

* High quality and low-cost medical plans to choose from to fit your family's needs
* UC pays for Dental and Vision insurance premiums for you and your family
* Extensive leave benefits including Pregnancy and Parental Leave, Family & Medical Leave
* Paid Holidays annually as stipulated in the UC Davis Health Policies or Collective Bargaining Agreement
* Paid Time Off/Vacation/Sick Time as stipulated in the UC Davis Health Policies or Collective Bargaining Agreement
* Continuing Education (CE) allowance and Education Reimbursement Program as stipulated in the UC Davis Health Policies or Collective Bargaining Agreement
* Access to free professional development courses and learning opportunities for personal and professional growth
* WorkLife and Wellness programs and resources
* On-site Employee Assistance Program including access to free mental health services
* Supplemental insurance offered including additional life, short/long term disability, pet insurance and legal coverage
* Public Service Loan Forgiveness (PSFL) Qualified Employer & Student Loan Repayment Assistance Program for qualified roles
* Retirement benefit options for eligible roles including Pension and other Retirement Saving Plans. More information on our retirement benefits can be found here
* UC Davis cares about building a community, which is why we provide resources to enhance diversity, equity and inclusion as well as Employee Resource Groups (ERGs) to support our staff

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 to meet operational needs. Position is a 100% position onsite in Davis and Sacramento. Position is expected to be on the Davis campus Tuesday through Friday (8-5 pm), Saturday at the Sacramento campus (7:30-4:30 pm). Schedule can vary quarterly, and core program coverage hours will be arranged with supervisor to meet business needs. Driver's license required to travel to off-site location.

Special Requirements - Please contact your recruiter with questions regarding which activities apply by position

• 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.

Diversity, Equity, Inclusion and Belonging

At UC Davis, we're solving life's most urgent challenges to bring a fuller, healthier, and more resilient world within reach. We grow from every challenge we take on and we don't just maintain - we improve. We recognize that creating an inclusive and intellectually vibrant organization means understanding and valuing both our individual differences and our common ground. The most comprehensive solutions come from the most diverse minds and you belong here. As you consider joining UC Davis, please explore our Principles of Community, our Clinical Strategic Plan and strategic vision for research and education, and our latest efforts to outgrow the expected. The University of California, Davis is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age or protected veteran status.

For the University of California's Affirmative Action Policy, please visit: https://policy.ucop.edu/doc/4010393/PPSM-20

For the University of California's Anti-Discrimination Policy, please visit: https://policy.ucop.edu/doc/1001004/Anti-Discrimination

Because we want you to be seen, our recruiting process at UC Davis fosters authenticity, diversity, and inclusion. Studies have shown that some people may not apply to jobs unless they meet every single qualification. Each unique role at UC Davis has a set of requirements and you could be perfect for this role, or you could be perfect for the next role! Don't meet all the requirements? We still encourage you to apply! #YouBelongHere

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