Academic Personnel Specialist (BLANK AST 4)

Under general supervision, administrative support to the Department Chair for Biological & Agricultural Engineering (BAE). Prepare faculty merit, promotion, appraisal, and new appointment dossiers. Facilitate faculty and all other academic personnel recruitments. Responsible for general support of the department Chair, including scheduling meetings, maintaining calendars, and drafting/editing correspondence. Coordinate and assist with preparing academic personnel reports and records. Prepare administrative portion of the Agricultural Experiment Station reporting for department faculty, including annual reports. Work with BFTV CAO to manage, track deadlines and resolve administrative and logistical issues with regard to academic personnel. Provide load-sharing and backup for other Academic Personnel Specialists in BFTV cluster.

Apply By Date: June 25, 2026

Qualifications

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

• No minimum education required.
• Experience with recruitment and working with personnel, accounting and travel policies and procedures in an academic or similar environment.
• Experience performing administrative support functions in an executive-level office environment, including using computer applications that support these functions.
• Experience writing and editing documents and correspondence for accuracy, consistency of format and grammar, and professional appearance and style.
• Organizational and analytical skills to anticipate problems, perform research, and develop creative solutions, including goal setting and delegating. High level organizational skills to work on projects with competing deadlines and to independently establish goals and workload priorities with flexibility in dealing with people and competing demands.
• Interpersonal and communication skills to interact orally and in writing with a wide range of people, including working with constituents from diverse cultural backgrounds and perspectives.

Preferred Qualifications

• Experience using campus/OP systems, including MyInfoVault, UC Recruit, APHID, REEport, and other UC Davis financial, payroll and academic systems and applications.
• Experience with UCD policies and procedures on senate and non-senate appointments, merit, promotion, recruitment, salary administration, sabbatical leave and other relevant actions.
• Knowledge of Federal/State policies and procedures governing the submission and maintenance of Agricultural Experiment Station Projects.
• Understanding of payroll processing.

Key Responsibilities

• 85% - Academic Personnel
• 10% - Assistant to Chairs and CAO
• 5% - Academic Personnel Business Process Improvement

Department Overview

BFTV is a large administrative cluster, providing administrative and technical support for teaching, research and outreach to the faculty, staff, and students of Biological & Agricultural Engineering, Food Science & Technology, and Viticulture & Enology within the two colleges of Agricultural and Environmental Sciences and Engineering. These departments and the Cluster have a combined estimated annual operating budget for teaching, research, outreach, and support of $70MM, composed of state, federal, and extramural funds, endowments, gifts, sales income, and other funding sources. The Cluster supports 60 faculty, 120 staff, 140 other academic titles, and approximately 650 combined undergraduate and graduate students annually.

POSITION INFORMATION

• Salary or Pay Range: $34.25 - $44.54/hour
• Salary Frequency: Hourly
• Salary Grade: STEPS
• UC Job Title: BLANK AST 4
• UC Job Code: 004725
• 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 hybrid (mix of on-site and remote work)

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

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
• Lifting/Carrying 26-50 lbs - Never 0 Hours
• Lifting/Carrying over 50 lbs - Never 0 Hours
• Pushing/Pulling 0-25 Lbs - Occasional Up to 3 Hours
• Pushing/Pulling 26-50 lbs - Never 0 Hours
• Pushing/Pulling over 50 lbs - Never 0 Hours
• Bending/Stooping - Occasional Up to 3 Hours
• Squatting/Kneeling - Occasional Up to 3 Hours
• Twisting - Occasional Up to 3 Hours
• Climbing (e.g., stairs or ladders) - Never 0 Hours
• Reaching overhead - Occasional Up to 3 Hours
• Keyboard use/repetitive motion - Frequent 3 to 6 Hours

Environmental Demands

• Chemicals, dust, gases, or fumes - Never 0 Hours
• Loud noise levels - Never 0 Hours
• Marked changes in humidity or temperature - Never 0 Hours
• Microwave/Radiation - Never 0 Hours
• Operating motor vehicles and/or equipment - Never 0 Hours
• Extreme Temperatures - Never 0 Hours
• Uneven Surfaces or Elevations - Never 0 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.

Work flexible schedule and occasional overtime to meet project deadlines or operational needs. Vacation is restricted around campus and department deadlines. Work in fast-paced environment. This position will have a Flex Work hybrid schedule; a mix of onsite and remote work. The incumbent is required to be onsite 3 days and has the option to work remote 2 days. This is subject to change based on operational need. This position is not eligible for a fully remote work schedule. With the opportunity to work in a hybrid environment, the employee must provide their own workstation in the remote location at which they choose to work remotely that allows the same level of efficiency and effectiveness that their workstation in the office provides.

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.

A Culture of Opportunity and Belonging

At UC Davis, we’re committed to solving life’s most urgent challenges and building a healthier, more resilient world. We believe in growing through every challenge, continually striving to improve, and welcoming new perspectives that strengthen our community. We recognize that a vibrant and innovative organization values both individual strengths and shared purpose. The best ideas often emerge when people with different experiences come together.

As you consider joining UC Davis, we invite you to explore our Principles of Community, our Clinical Strategic Plan and strategic vision for research and education. We believe you belong here. The University of California, Davis is an Equal Opportunity Employer. All qualified applicants will be considered for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age or protected veteran status.

To view the University of California’s Anti-Discrimination Policy, please visit: https://policy.ucop.edu/doc/1001004/Anti-Discrimination

Because we want you to feel seen and valued, our recruitment process at UC Davis supports openness and authenticity. Research shows that some individuals hesitate to apply unless they meet every qualification. You may be an excellent fit for this role-or the next one. We encourage you to apply even if your experience doesn't match every listed requirement. #YouBelongHere

To learn more about our background check program, please visit: https://hr.ucdavis.edu/departments/recruitment/ucd/selection/background-checks