Business Office Specialist (BLANK AST 3)

Under general supervision, provide support to faculty, staff, and students in the managing and processing of purchasing, travel and entertainment, accounts payable and equipment inventory in the Phoenix Cluster (Plant Pathology, Entomology and Nematology). Provide day-to-day administrative support including purchasing, travel and entertainment, accounts payable, shipping, key control, department contact for facilities, and ordering office supplies. Provide accounts payable support including, reconciliation of orders, and invoices, and for processing of invoices and credit memos, direct charge reimbursements, travel and entertainment reimbursements. Provide service offered in departments affiliated with the Phoenix cluster. Account manager for emeriti Faculty.

Apply By Date: March 5, 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 processing travel arrangements, monitoring travel activity and expenses; and with purchasing equipment, office and laboratory supplies.
• Experience with accounts payable working with invoices, monthly reconciliation of purchases, billing, and collections.
• Experience providing administrative and customer service support in a busy academic/office environment.
• Knowledge of policies and procedures to read, interpret and apply administrative, business, financial policies and procedures to functions and activities related to purchasing, accounts payable, travel, entertainment and equipment inventory.
• Computer skills using PC to utilize various software programs such as word-processing, spreadsheets, and accounting and database management programs.
• Writing, editing and proofreading skills to produce letters, reports, and tables from rough draft with accurate use of spelling and grammar.

Preferred Qualifications

• Knowledge and experience working with the Capital Asset Management System (CAMS), Aggie Enterprise, and Decision Support.
• Experience with sources of acquisition and principles for use of laboratory supplies and equipment including maintaining records.
• Knowledge of department organization, equipment inventory procedures and policies, and condition of department common research and teaching equipment and computers.
• Skills to organize work effectively to achieve timely progress on multiple simultaneous projects, distribute effort among the projects, meet deadlines and maintain a high level of productivity.

Key Responsibilities

• 50% - Purchasing / Accounts Payable
• 20% - Travel / Entertainment
• 15% - Account Management
• 10% - Equipment Management
• 5% - Event Coordination

Department Overview

The Phoenix Cluster provides administrative support for instructional and research activities in the Departments of Plant Pathology and Entomology and Nematology within the College of Agricultural and Environmental Sciences. There are approximately ~45 PIs and ~24 administrative cluster staff with over 500 employees in the departments. This position serves as one of three Purchasing Specialists for the Phoenix Cluster Purchasing and Travel Team. This position is an essential position and may be required to be on campus up to 100% of the position's work schedule during times of reduced or suspended operations.

POSITION INFORMATION

• Salary or Pay Range: $29.40 - $42.14/hour
• Salary Frequency: Hourly
• Salary Grade: STEPS
• UC Job Title: BLANK AST 3
• UC Job Code: 004722
• Appointment Type: Career
• Percentage of Time: 100%
• Shift (Work Schedule): Monday-Friday, 8:00AM-5:00PM
• Location: Davis, CA
• Union Representation: Yes - CX-Clerical/Admin
• 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 occasional overtime to meet project deadlines or operational needs. Work in a busy office with constant interruptions, conversations and ringing phone lines.

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
• The duties or functions of this position include the handling of cash (or cash equivalents)

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