Department Purpose

The Office of the Chancellor and Provost (OCP) have overall responsibility for the leadership, management, and administration of the campus. The OCP Business and Technology Services provides support in the areas of finance, human resources, and technology for all units within the OCP.

Job Summary

Under supervision, act as first point of contact for the building for a broad spectrum of individuals and groups. As the receptionist, responsible for responding to a variety of inquiries from students, faculty, staff, parents, and the general public. As the first point of contact for a broad spectrum of individuals and groups, respond to a variety of inquiries and create a welcoming environment. Screen and direct callers/visitors. Independently investigate questions and issues to provide assistance. Provide records management support by scanning, indexing, and retrieving documents. Serve as backup support to the Office of the Chancellor and Provost (OCP) Operations team. Administers/Revokes building access to individuals as needed. Purchasing and accounts payable duties. This position has regular access to collective bargaining information and decisions, and provides support to the senior management team regarding the confidential retention of such documents. This position is designated as confidential.

POSITION INFORMATION

PHYSICAL DEMANDS

• Work in front of a computer monitor and keyboard for long periods of time.
• Work with frequent interruptions in a high traffic reception area while providing a high-level of support.
• Lift/maneuver materials weighing up to 25 lbs.

WORK ENVIRONMENT

• The Smoke and Tobacco Free Environment policy is intended to provide a healthier, safer, and more productive work and learning environment for the entire UC community. The University of California prohibits smoking and tobacco use at all University owned or leased properties, or facilities operated by UC staff or faculty. Smoking and tobacco use are strictly prohibited in indoor and outdoor spaces, parking lots, residential space, and University vehicles.

https://ucdavispolicy.ellucid.com/documents/view/271

• Work flexible schedule including occasional overtime to meet business needs; provide coverage for the fellow receptionists during planned absences.
• Restricted vacation schedule May through July.

MINIMUM QUALIFICATIONS

Minimum Education/Experience:

• Professional experience working in an executive level office environment or welcome desk.
• Accounts Payable, purchasing and business operations experience
• Experience using various software programs (word processing, scheduling, spreadsheets, and databases) to accomplish assignments.

Minimum Knowledge, Skills, and Abilities (KSA) :

• Interpersonal, communication and customer service skills to interact with various constituencies from diverse cultural backgrounds and perspectives within UC Davis, the UC system and outside groups; and to communicate effectively and professionally in person, in writing and on the telephone using sensitivity and discretion in handling difficult situations.
• Analytical and problem-solving skills to anticipate/identify problems, determine level of impact, identify risks, and evaluate a range of approaches to develop creative solutions within the context of priorities and available resources.

PREFERRED QUALIFICATIONS

Preferred Education/Experience:

• Experience composing and editing correspondence and other documents for accuracy, consistency of format, spelling and grammar, language and professional appearance and style.
• Experience researching and analyzing data with skills to think logically and identify anomalies, trends and potentially invalid data.
• Professional experience and political acumen in handling sensitive or difficult situations, maintaining confidentiality and exercising discretion in dealing with controversial or potentially sensitive topics.
• Experience with electronic data management systems.

Preferred Knowledge, Skills, and Abilities (KSA):

• Knowledge of campus-wide offices, campus resources and administrative contacts.
• Working knowledge of University financial policies, procedures and related forms.
• Skills using UCD systems, such as KFS, AggieTravel, and Online Pre-purchasing systems.

SPECIAL REQUIREMENTS

The University of California has implemented a SARS-CoV-2 (COVID-19) Vaccination Program SARS-CoV-2 Vaccination Policy (ucop.edu) covering all employees. To be compliant with the policy, employees must submit proof of vaccination or a University-approved exception or deferral.

Background Check

This position is a critical position and subject to a background check. Employment is contingent upon successful completion of background investigation including criminal history and identity checks.