Hybrid Role Based at the University of California, Davis | Davis, CA
Learn more and apply on LinkedIn. Apply by August 25, 2025.
The Role
Under general supervision of the Associate Director provide analytical, financial, business operations, organizational, and administrative support to Artificial Intelligence Institute for Next Generation Food System (AIFS) grants related to supporting the NSF AI Institute Virtual Organization (NSF AIVO).
This position has a high visibility among 29 federally funded national AI Institutes and their approximately 150 subawardees, by way of its involvement in the of coordination of the NSF AIVO program engagements.
Key Responsibilities
- 50% – Operations Management
- 30% – Financial Management
- 20% – Program Assistance
Minimum Qualifications
- Bachelor of Science in Agriculture, Environmental Science, or similar STEM field.
- Experience with general and extramural financial administration, from budget development to vouchers and expensing to reporting.
- Experience implementing principles of customer service and political acumen to provide high levels of service in a fast paced and visible executive level office environment.
- Experience supporting executive positions, as well as working between and among academic and corporate domains.
- Experience with project ownership from start to finish and demonstrated ability to successfully conceptualize a complex project or sequence of steps.
- Experience with the UC Davis implementation of AggieEnterprise.
- In-depth experience in report, communication, and operation of the necessary computer programs (e.g. Microsoft Office Suite including Word, Excel, Outlook and PowerPoint, Google Docs, Sheets, and Slides) to create text, images, figures, plots, and budgets as needed.
Preferred Qualifications
- Experience with UCD financial systems including AggieBuy, and Aggie Travel.
- Experience with conference event management portals.
- Experience with UC purchasing procedures and guidelines.
- Experience working in a federally funded institute with corporate, industrial, state, federal and academic partners, especially in the general area of food systems and/or computer science.
Department Overview
Work within an AIFS team dedicated to the NSF AIVO activities, to plan and execute conferences, including venue logistics, conference program committee logistics, conference run of show, and reimbursements. This position also coordinates NSF AIVO program committee activities related to coordinating the approval process for program activities submitted by any of 29 institute researchers and staff, and to communicate clearly with those researchers the expectations of each program’s guidelines. Manage and support day to day administration with a specific emphasis on operational management, administrative coordination, meeting and event management, scheduling and planning. Provide executive assistance to the Director, Associate Director, and Executive Committee as needed. Provide support to other AIFS staff and contractors as needed. Support project implementation, evaluation, research, and analysis. Implement and maintain project plans and timelines, communications, and schedules.
Collaborate with the campus Business and Finance units in the development and implementation of account structures and processes. Monitor accounts, review general ledgers, and identify corrections. Serve as the administrator for the institute’s AIVO programs in the UCD financial system. This includes tracking and review of financial transactions in support of operating and business planning consistent with campus/departmental policies, procedures and practices.
Organization Overview
Established by USDA-NIFA/NSF, AIFS is a partnership of 6 organizations (UC Davis, UC Berkeley, Cornell, University of Illinois Urbana Champaign, UC Agriculture and Natural Resources, and USDA) with a mission to empower the next generation with sustainable production, processing, and distribution of nutritious food through transformative AI technologies.
Headquartered in Davis, CA, it is one of the 29 national institutes funded by NSF and USDA for 5 years in 6 thematic areas of strategic importance to the nation. It involves a team of 46 faculty and other professionals working on research, education and outreach programs, across a nationwide network of partners and local offices. AIFS has 2 foundational cross-cutting (AI and Socioeconomics) and 4 research (molecular breeding, agricultural production, food production and distribution, nutrition) clusters. AIFS also manages grants that fund NSF AIVO, for which this job is specifically tasked to work.
Apply by August 25, 2025.
