Project Administrator (BLANK AST 3)

This position provides executive-level administrative, financial, resource development, and programmatic support to the Arboretum and Public Garden (APG) leadership team including the Assistant Vice Chancellor/Director, Assistant Directors and Program Directors.

The incumbent works on various projects within the APG under the general direction of the Director and leadership team. The incumbent assists in the development, revision, and implementation of short- and long-term departmental strategic plans for the leadership team and Departmental operations. The incumbent supports departmental strategic initiatives such as; the GATEways Project, Learning by Leading Program, and the Living Landscape Adaptation Plan. The Project Analyst will be involved in the day-to-day operations of the APG Leadership Team while also contributing to long-term project planning and execution, especially in the areas of administrative and programmatic management. Activities include gathering, compiling, and organizing data and information for reports, drafting proposals and reports, and other work products; supporting digital and traditional media communications activities, including updating the website; organizing files and formatting documents; supporting the planning of meetings and events; liaising with partners within UC Davis, at other academic institutions, and relevant community organizations and partners, and other program administration support.

Apply By Date: March 25, 2025

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

• Experience coordinating large volumes of work; managing detailed projects with conflicting priorities and competing deadlines; and establishing goals and workload priorities.
• Demonstrated political acumen to work in an executive-level office environment; ability to represent leadership with tact and discretion to all constituents. Experience providing customer service skills & exercising diplomacy in dealing with others & resolving potential problems and discrepancies.
• Excellent interpersonal, written, and verbal communication skills to communicate across all mediums and to interact with a diverse group of individuals effectively and professionally. Excellent typing, writing, editing, and proofreading skills to produce correspondence, reports, and other written materials quickly and accurately.
• Ability to analyze and synthesize complex information to create clear and compelling presentations in the most appropriate media and format using word processing programs, spreadsheets, PowerPoint, and other software programs.
• The critical and innovative thinking skills to address complex issues and present nuanced analyses like forecast the impact of potential actions, develop logical conclusions, and/or recommend solutions. Then the ability to contribute to achieving strategic goals.
• Demonstrated ability and experience with scheduling and coordinating meetings, events, and logistics, and working with vendors. Knowledge and experience with online meeting platforms, such as Zoom and Microsoft Teams.

Preferred Qualifications

• Experience performing purchasing-related tasks including, but not limited to, placing orders, researching product specifications, obtaining & providing cost comparison information, interpreting the terms & conditions of contracts & determining total costs, including tax & shipping.
• Experience with developing, implementing, and tracking strategic and operational/action plans.
• Project coordination/management experience.
• Experience working in a high-functioning, team-based environment that works to develop and deliver effective solutions.
• Experience working in museum/public garden/non-profit organizations.
• Experience working with students and community volunteers.
• Experience supporting educational and outreach programs. Educational background preferred.
• Experience with content development for various communications formats and media. Ability to create presentations for a wide range of target audiences.
• Knowledge and skills to analyze and review policy and financial documents.
• Organizational and time management skills to prioritize workload and meet deadlines, develop and carry out project assignments efficiently and timely, and provide accurate and concise documentation of activities.
• Working knowledge of applicable software, applications, and programs, such as Microsoft Office and content development software.

Key Responsibilities

• 40% - Administrative Support
• 35% - Financial Support and Resource Development
• 25% - Departmental Initiative and Programmatic Support

Department Overview

The UC Davis Arboretum and Public Garden (APG) is part of Facilities Management and holds responsibility for managing the entire campus landscape through three sub-teams (Grounds & Landscape Management, Arboretum, and Putah Creek Riparian Reserve/Naturalized Lands). This position will report to the Director of the APG and support the APG Leadership Team. The goals of the APG are to create a more visitor-friendly campus, transition to a more sustainable and resilient campus landscape that is adapted to our future climate, make the academic programs of UC Davis visible to campus visitors, build environmental leadership in students and community partners, engage the public in lifelong learning opportunities, and leverage campus financial and human resources. Key programs of the APG include the UC Davis GATEways Project, the Learning by Leading Program, Nature Rx, and the Living Landscape Adaptation Plan. The GATEways Project transforms the campus into physical and programmatic portals for the public to engage in the riches of UC Davis. The Learning by Leading Program builds environmental leadership skills with students through hands-on, real-world projects and programs involving mentorship by staff, faculty and community members. Through the Nature Rx program, campus and regional community members learn how to support their health and wellbeing through experiences with plants, gardens, and nature. The Living Landscape Adaptation Plan charts a course for creating and sustaining a thriving campus landscape in the face of significant climate change disruptions.

POSITION INFORMATION

• Salary or Pay Range: $28.49 - $40.83/hour
• Salary Frequency: Bi-Weekly
• Salary Grade: STEPS
• UC Job Title: BLANK AST 3
• Number of Positions: 1
• Appointment Type: Career
• Percentage of Time: 100%
• Shift (Work Schedule): M-F, 8am-5pm
• 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.

This position works in person.

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