Administrative Assistant 3 Ventura, CA, Job ID 77924

Administrative Assistant 3 Ventura, CA, Job ID 77924

University of California Agriculture and Natural Resources

Job Description

The position's focus is to provide administrative support to the CalFresh Healthy Living, UCCE programs. Services provided include receiving and processing information, planning, scheduling, creating spreadsheets, compiling and manipulating data, creating and compiling reports and handouts, creating correspondence, formatting newsletters, and reports, organization of office space and program materials, coordinating workflow, material delivery, event coordination and working with clientele. Additionally, this role involves providing support in financial accounting processes and budget management, which includes monitoring expenses, preparing budget reports, and ensuring compliance with financial guidelines. This position will also handle websites, social media, newsletter, and media support, answer general phone lines and emails, and provide general program assistance for CalFresh Healthy Living UCCE.

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

Pay Scale: $28.49/hour to $34.22/hour

Job Posting Close Date:
This job is open until filled. The first application review date will be 5/22/2025.

Key Responsibilities:

30%

• Provide support for program activities by using computer to assist with typing, reading and writing assignments per consultation and supervision of program supervisor, academic, and /or program staff, provide overall program support using copy machine for program materials, correspondence via email, mail, texting, and telephone calls.
• Assist with coordination of workshop, classroom and field activities to ensure smooth operation of program. This may include assisting in checking physical set-up arrangements including seating, audio system, coffee service breaks, catering, lighting, air conditioning, etc. Locate general services for attendees including restrooms, vending machines, water fountains, etc.
• With supervisors and academic, establish in-house procedures and guidelines. Determine desk priorities for self, extra help and program interns.
• Assist in the preparation of materials for training, workshops, and events.
• Prepare correspondence, newsletters, forms, reports, tables, and other documents using word processing, spreadsheet and graphics software from draft through final versions.
• Review and edit documents for grammar, punctuation and spelling, enhance and maintain web pages, determine and ensure documents are in appropriate format in accordance with department style manual and SNAP-Ed guidance.
• Provide general administrative support to program staff and academic.
• Edit and proofread written materials for clarity and consistency.
• Work on sensitive issues, priorities, protocol, etcetera.
• Develop and maintain a variety of databases.

5%

• Work with department management to update/review/revise and maintain website to better communicate organization's mission. Working with staff and academic to develop and disseminate press releases and newsletters to support program outreach and delivery. Manages program's social media pages by developing and posting content regularly.

10%

• Download evaluation program analytics at fiscal close.
• Enter PEARS data or evaluation data to support program.
• Create documents from start to finish for external partners that communicate reach, evaluation results, program sessions, impacts, etc.
• Review data collection and entry procedures on a quarterly basis. File program data such as enrollment forms, program activity forms, indirect activity forms and evaluations annually.

20%

Financial Systems:

• Monthly review of transactions, ledgers, and payroll with Supervisors and program Principal Investigator (PI). Share status with Office Manager and statewide support staff. Initiate conversations with UC ANR Business Manager and CFHL, UC if accounting errors arise.
• Download monthly Aggie Enterprise reports and create pivot tables for data analysis.
• Meet with Supervisor and PIs as necessary to discuss budget status and ensure alignment with financial goals.
• First level approver in Aggie Expense- Create reports as delegate, book reservations, download monthly GLIDE reports and create pivot tables for analysis. Meet with Supervisor to discuss budget status.
• Advise on Budget Adjustment Request on a quarterly basis. Develop and prepare BAR on behalf of CFHL Ventura. Work with program staff, supervisor and PI to develop and prepare the budget on behalf of CFHL Ventura.

5%

• Determine need for general office equipment and supplies. Maintain standard office supplies inventory used by program staff and volunteers, order non-standard supply items from approved vendor lists, and review and verify vendor invoices.

10%

• Assists in the coordination of event and class preparation, including inventory tracking, material distribution, and curriculum kit creation.
• Assist in the management of the hiring processes for Ventura CFHL CES staff, including advertising positions, scheduling interviews, and maintaining onboarding documentation.
• Assist with event and training logistics, such as scheduling, material preparation, and venue arrangements.
• Assists with editing and design of activity sheets, handouts, marketing materials and curricula, and editing of videos.
• Mailing of marketing materials and activity guides to sites.
• Support advisors by facilitating meeting arrangements, preparing training materials, and managing internship paperwork.
• Prepare internal training on financial system and evaluation systems as needed.
• Schedule and attend program team meetings.
• Collaborate on monthly meeting agendas.
• Collaborate with team members to update project progress, improve processes, and conduct internal training sessions.

10%

Purchasing & Ordering:

• Organize and coordinate orders. Annual -nutrition education reinforcement items (NERI), Curriculum, as needed -making kits, bulk food and supply purchasing for lessons and recipe demos.
• Tracking NERI and Curriculum inventory.
• Obtain quotes for travel, supplies, and comparison costs.
• Assist Program Supervisor and PI with a variety of administrative duties in the absence of the Program Supervisor, providing support to staff as required. Secondary approver of timesheet after CFHL Supervisor.
• Applies somewhat complex spreadsheet formulas, pivot tables, and similar functions.
• Compiles and arrays spreadsheets using subject-matter knowledge of the material to ensure data results are consistent with the nature of the data. May analyze various office trends, including, but not limited to, travel and expense management.

10%

• Assist with scheduling for CFHL staff, PI.
• Make arrangements for meetings and training sessions, such as room reservations, catering, agenda printing, facility use agreements, etc.
• Facilitate paperwork for staff, extenders, interns.
• Help prepare materials for training and presentations.
• Retrieve references and resources.
• Review and edit articles for grammar.

Requirements:

• High school diploma or equivalent experience.
• Requires good verbal and written communication skills, active listening, critical thinking, multi-task and time management skills.
• Thorough knowledge in administrative procedures and processes including word processing, spreadsheet and database applications.
• Requires interpersonal and work leadership skills to provide guidance to other nonexempt personnel.
• Work in a shared office environment with multiple other staff. Have word processing skills, database skills, ability to maintain database; and general office experience. Competency and practical experience in computer issues and basic graphic design software.
• Writing, editing, and proofreading skills to prepare a variety of correspondence, reports, and written procedures.

Preferred Skills:

• Associate degree and /or equivalent experience.
• An ability to organize work effectively to meet critical administrative deadlines and determine office priorities. Manage routine projects without constant supervision. Ability to work co-cooperatively with coworkers and community partners; reliable, efficient, and honest.
• Thorough knowledge of Microsoft Office, knowledge of modern office equipment (phone systems, projectors, laptops, sound equipment, etc.), and modern office practices and procedures. Knowledge of style/format of business correspondence, punctuation, and general English usage.

Special Conditions of Employment:

• Must possess 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.
• 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 . click apply for full job details