Fleet Operations Administrative Assistant

This position is responsible for managing all day-to-day office operations of the Fleet Services Department. Responsible for reviewing and entering all Beats and Compass Requests for the Department, on occasion assist the division with requests as needed. Manages data and prints reports as needed monthly and for annual audits. Creates all purchase requisitions, inputs and maintains invoices for all Fleet expenses and processes recharges. Provides support to the entire Parking, Transportation and Fleet Services Division as requested, or as needed. #CA-SB

Apply By Date 7/25/2025 by 11:59pm

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

• Required to hold a valid California driver's license, have a driving record that is in accordance with local policies/procedures, and/or enroll in the California Employer Pull Notice Program
• High School Diploma, GED, or equivalent experience/training.
• 1-year performing similar administrative tasks or 1 year office experience
• Experience using Microsoft Office to format and export data.
• Experience maintaining multiple schedules and calendars as requested and or needed.
• Experience scheduling conference room space, audio-visual equipment, and arrange catering for meetings and resolving scheduling conflicts.
• Ability to use the departmental database to enter & track costs and the associated financial data.
• Knowledge of administrative/general office filing practices and procedures with ability to establish new and purge/archive old files.
• Ability to gather information from a variety of sources, compiling data, and generating customized reports.

Preferred Qualifications

• Experience with independently coordinating a variety of tasks and functions, to work around frequent interruptions, to organize workload and set priorities, and to work accurately under pressure of deadlines, realigning priorities when needed.
• Skills to provides superior customer service to all customers, internal/external requiring time management skills to promptly follow up on all inquiries/matters, interpersonal communication, professionalism in demeanor and responses both verbal and by email to team members at all times.
• Ability to answer questions and to resolve problems or direct a client to the proper source. Skill and ability to utilize tact, diplomacy, patience, and courtesy in dealing with a variety of individuals and to always interact harmoniously.
• Problem-solving skills to independently recognize and define a problem; identify the resources available to help solve the problem; create and implement viable solutions; and follow through to ensure the problem is resolved to the satisfaction of all parties.
• Decision-making skills to independently exercise delegated authority to take action, and to recognize when it is appropriate to seek assistance from supervisor or others.
• Skill and ability to type with speed and accuracy; ability to read, effectively compose, and edit documents with an excellent working knowledge of English grammar, punctuation, spelling, sentence structure, and hospital- and medical-related terminology; use proper style, and format, with strict attention to detail, especially with technical data and tables.
• Ability to ensure confidentiality of appropriate business activities and correspondence.
• Basic accounting skills to produce recharge bills by entering complete financial information and accurate descriptions.
• Knowledge of Information Technology Services policies, forms, structure, and personnel to take appropriate action on needed services and/or solutions to problems with computer hardware or software.

Key Responsibilities

• 50% - FLEET SUPPORT AND PROCUREMENT
• 40% - ADMINISTRATIVE SUPPORT AND DEPARTMENTAL BACK-UP
• 5% - DIVISION SUPPORT
• 5% - OTHER SUPPORT FUNCTIONS

Department Overview

Fleet Services is a component of the Parking, Transportation and Fleet Services department, which involves a full range of operational and maintenance services and is responsible for the managing of university resources, and oversees all University owned (175+) vehicles including: cars, para-transit buses, cargo vans, trucks, box trucks, street sweepers, tractors, trailers etc. This position is responsible for vehicle life-cycle management, asset management and replacement planning, vendor management, reporting, vehicle loaner operations and supervising fleet mechanics and day-to-day operations. The department is a collaborative resource for Sustainable Transportation and People Movement.

POSITION INFORMATION

• Salary or Pay Range: $29.40 - $42.14
• Salary Frequency: Hourly
• Salary Grade: 108
• UC Job Title: BLANK AST 3
• UC Job Code: 004722
• Number of Positions: 1
• Appointment Type: Staff: Career
• Percentage of Time: 100%
• Shift (Work Schedule): Monday - Friday 8 AM - 5 PM
• Location: UC Davis Health Fleet Services (FLEET SVCS)
• Union Representation:Yes, CX-Clerical/Admin
• Benefits Eligible: Yes
• This position is 100% on-site
• This is not a H-1B Visa opportunity

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
• 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.

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
• This position is designated as a mandated reporter under CANRA and UC policy, and employment is contingent on compliance with applicable policies, procedures and training requirements
• 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 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.

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