University of California, Davis · 4 hours ago
Administrative Assistant (BLANK AST 2)
Davis, CA
Full-time
Onsite
Entry Level
$25.45/hr - $36.05/hr
2+ years expThe University of California, Davis is seeking an Administrative Assistant to provide administrative assistance to the Vector Genetics Laboratory. The role involves coordinating travel, managing purchasing and logistics, and supporting operational needs within a fast-paced research environment.
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
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.
Company
University of California, Davis
UC Davis was founded in 1908 to serve the state of California. We do and we always will.
10001+ employees
H1B Sponsorship
University of California, Davis has a track record of offering H1B sponsorships. Please note that this does not
guarantee sponsorship for this specific role. Below presents additional info for your
reference. (Data Powered by US Department of Labor)
Distribution of Different Job Fields Receiving Sponsorship
Represents job field similar to this job
Trends of Total Sponsorships
2025 (224)
2024 (182)
2023 (201)
2022 (157)
2021 (137)
2020 (130)
Funding
Current Stage
Late StageLeadership Team
Sean Quinn
Chief Financial Officer (Athletics)
Alyssa M. Rodriguez, PHR
Human Resources Generalist / Business Partner
Recent News
2023-10-27
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