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UC Davis Health · 18 hours ago

Administrative Assistant (BLANK AST 2)

Davis, CA

Full-time

Onsite

Entry Level

$25.45/hr - $36.05/hr

2+ years exp

UC Davis Health is a research group dedicated to advancing scientific understanding of vector genetics. The Administrative Assistant will provide administrative support to the Vector Genetics Laboratory, coordinating travel, managing invoices, and scheduling meetings while ensuring smooth operational workflows.

AssociationCommunitiesEducationHealth CareHospital

Comp. & Benefits

Responsibilities

Coordinate complex domestic and foreign travel for the PI, laboratory staff, and visitors

Prepare and submit expense reports and cash advance requests

Serve as a key administrative contact for the lab’s travel and logistics

Support operational needs through scheduling meetings and calendars

Manage purchasing and shipment of supplies and equipment

Track invoices and contracts

Maintain accurate administrative records

Coordinate vendor communications

Edit and proofread documents

Update lab web content

Plan laboratory events

Qualification

Administrative supportTravel managementPurchasing systemsInvoice managementOrganizational skillsCommunication skillsDetail-orientedTime management

Required

Demonstrated experience (minimum 2 years) providing administrative support in an academic, research, or complex organizational environment, including supporting faculty, research staff, or project teams with multiple concurrent priorities

Documented experience arranging and managing both domestic and international travel for multiple travelers, including flights, lodging, ground transportation, conference registrations, and last-minute or mid-trip changes

Proven experience using institutional purchasing systems and purchasing cards, including submitting purchase orders, reconciling charges, selecting appropriate funding sources, and resolving discrepancies with vendors or internal finance staff

Demonstrated experience managing invoices, payments, and vendor communications, including tracking payment status, resolving delayed or incorrect payments, and maintaining accurate records or spreadsheets for multiple vendors or accounts

Demonstrated knowledge of, or direct experience working within, institutional or organizational travel and expense reimbursement policies, including preparation and submission of expense reports and cash advance requests in compliance with established deadlines and procedures

Strong organizational and communication skills, demonstrated by experience coordinating calendars, scheduling meetings, preparing agendas and minutes, tracking action items, and managing competing deadlines with minimal supervision

Ability to manage complex, detail-oriented administrative workflows involving multiple stakeholders, including coordinating schedules, tracking deadlines, maintaining accurate records, and communicating effectively with faculty, staff, vendors, and external partners in a fast-paced research or laboratory environment

Preferred

Prior experience working with UC Davis systems, such as Aggie Enterprise/AggieBuy, UC Travel, or similar enterprise purchasing and travel platforms

Experience supporting contracts and agreements, including assisting with new vendor setup, contract extensions or amendments, tracking available funds, and coordinating with purchasing or contracts offices

Ability to communicate clearly and professionally with domestic and international vendors and collaborators, including explaining administrative requirements, tracking follow-ups, and resolving issues related to payments, contracts, or scheduling across time zones

Skills to organize work effectively to achieve timely progress on multiple simultaneous projects, distribute effort appropriately among the projects, meet deadlines, and maintain a high level of productivity

Benefits

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.