University of California Riverside
Administrative Assistant Job at University of California Riverside in Riverside
University of California Riverside, Riverside, CA, United States, 92504
Administrative Assistant
Job ID:
Location: Main Campus - UCR
Schedule: 8AM - 5PM
Category: Administrative
Salary: $59,383 - $85,107
Full/Part Time: Full-time(100%)
Organization: College of Humanities Arts & Social Sciences
Department: Kevin Esterling
Application Deadline: Open Until Filled
Position Information:
The Administrative Assistant provides essential administrative support to faculty, students, and staff in the departments of Economics and Political Science. Working under the supervision of the Financial & Administrative Officer (FAO), this role coordinates the departments' colloquia series, serves as the primary receptionist, and assists the FAO and Financial Analysts with accounting, financial transactions, travel coordination, event support, and general administrative tasks. This role conducts all purchasing and reimbursement operations as well as organizing travel and honoraria for outside guests. Additionally, the incumbent will conduct daily walkthroughs of two large buildings to identify any facility needs, submit work orders for necessary repairs, and follow up on their completion. The incumbent will also serve as a key resource for students and faculty, ensuring that administrative processes run smoothly and efficiently.
Please be advised that candidates will be required to take a skills assessment as part of the interview process.
The full salary range for the Administrative Assistant is $28.44 - $40.76 per hour. However, the expected pay scale for this position is up to $33.39 per hour. We base salary offers on a variety of considerations, such as education, licensure and certifications, experience, and other business and organizational needs.
Applicants must have current work authorization when accepting a UCR staff position. Currently, we are unable to sponsor or take over sponsorship of an employment Visa for staff.
As a University employee, you will be required to comply with all applicable University policies and/or collective bargaining agreements, as may be amended from time to time. Federal, state, or local government directives may impose additional requirements.
Requirements:
Requirements
Educational Requirements
Experience Requirements
Special Conditions
Special
Minimum Requirements
Preferred Qualifications
Additional Information:
Additional Information
In the Heart of Inland Southern California, UC Riverside is located on nearly 1,200 acres near Box Springs Mountain in Southern California; the park-like campus provides convenient access to the vibrant and growing Inland region. The campus is a living laboratory for the exploration of issues critical to growing communities' air, water, energy, transportation, politics, the arts, history, and culture. UCR gives every student, faculty and staff member the resources to explore, engage, imagine and excel.
UC Riverside is recognized as one of the most ethnically diverse research universities in the country boasting several key rankings of which we are extremely proud.
- UC Riverside is proud to be ranked No. 12 among all U.S. universities, according to Money Magazine's 2020 rankings, and among the top 1 percent of universities worldwide, according to the 2019-20 Center for World University rankings.
- UC Riverside is the top university in the United States for social mobility. - U.S. News 2020
- UCR is a member of the University Innovation Alliance, the leading national coalition of public research universities committed to improving student success for low-income, first-generation, and students of color.
- Among top-tier universities, UC Riverside ranks No. 2 in financial aid. - Business Insider 2019
- Ranked No. 2 in the world for research, UCR's Department of Entomology maintains one of the largest collections of insect specimens the nation. - Center for World University Rankings
- UCR's distinguished faculty boasts 2 Nobel Laureates, and 13 members of the National Academies of Science and Medicine.
The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected categories under state or federal law. It is the policy of the University of California to undertake affirmative action and anti-discrimination efforts, consistent with its obligations as a Federal and State contractor.
For information about our generous employee benefits package, visit: Employee Benefits Overview
Job Description Details:
Job Description Details
General Information
Job Title
BLANK AST 3 Job Code
004722 Grade
Department Head
Kevin Esterling Supervisor
Christina Gnuschke
Department Custom Scope
The Administrative Assistant provides essential administrative support to faculty, students, and staff in the departments of Economics and Political Science. Working under the supervision of the Financial & Administrative Officer (FAO), this role coordinates the departments' colloquia series, serves as the primary receptionist, and assists the FAO and Financial Analysts with accounting, financial transactions, travel coordination, event support, and general administrative tasks. This role conducts all purchasing and reimbursement operations as well as organizing travel and honoraria for outside guests. Additionally, the incumbent will conduct daily walkthroughs of two large buildings to identify any facility needs, submit work orders for necessary repairs, and follow up on their completion. The incumbent will also serve as a key resource for students and faculty, ensuring that administrative processes run smoothly and efficiently.
Key Responsibilities:
Key Responsibilities DescriptionPercent Time
Financial and Procurement Support:
Processes purchase requests for instructional, research, and administrative needs, ensuring compliance with procurement policies.
Uses Oracle Financial for vendor communications, obtaining quotes, and tracking orders.
Works with UCR Accounting and Purchasing to resolve discrepancies and issues with financial transactions.
Prepares and submits ePay forms, travel reimbursements, and other financial reimbursement and purchasing requests.
Assists in grant-related reimbursements and compliance tracking.
Manages and stores purchasing/reimbursement backup documentations according to department policy and procedures.
Office Management:
Maintains departmental supply inventory and places orders as needed.
Serves as the primary contact for fleet services, storehouse, parking services, printing, and reprographics.
Ensures department space and equipment comply with campus policies and are well-maintained.
Conducts daily building walkthroughs, submits and follows up on work orders.
Assists in managing key/card access for faculty, staff, and students while managing key database.
Manages and Enters Annual Space Survey.
Safety and Compliance:
Serves as Departmental Safety Coordinator, working with EH&S to implement evacuation procedures.
Maintains emergency preparedness plans and ensures compliance with building safety requirements.
Academic and Administrative Support:
Serves as textbook coordinator, assisting faculty with course material orders.
Manages department contact lists, faculty office hour records, and syllabi distribution.
Oversees printing requests, including exams and departmental forms.
Assists with administrative document preparation.
Implements tracking systems to follow up on outstanding tasks and requests.
Take minutes for staff meetings, and follow-up on action items as needed.
Organize meetings including arrangements of locations/rooms, necessary audiovisual equipment.
Additional direction from FAO.
Colloquia and Seminar Support:
Serves as the first point of contact for guest speakers and event attendees.
Organizes over 100 colloquia events annually, managing logistics and communication.
Schedules rooms, catering, AV setup, room set up, food and parking permits.
Present at all department events for support
Additional direction from FAO for events.
Conference Planning:
Supports faculty and department-led conferences with 30-150 attendees.
Handles event setup, registration, and post-event reconciliation.
Assists in promoting events through flyer and itinerary creation and email announcements working directly with the guest and faculty members involved.
Manages vendor and catering orders while ensuring compliance with university policies.
Coordinates parking, travel and lodging for speakers, ensuring accurate honorarium and reimbursement processing.
Manage and Process supplier requests in Oracle.
Departmental Outreach & Communication:
Assists with maintaining departmental event calendars.
Supports website updates and communication regarding upcoming events.
Works closely with faculty and students to ensure smooth event execution.
Assist with recruitment efforts of faculty, lecturers, staff and students.
Posts recruitment ads and provides documentation for uploading to APrecruit.
Building Oversight:
Conducts daily walkthroughs to identify and address maintenance issues.
Submits and follows up on work orders to ensure timely repairs.
Ensures department spaces are maintained in compliance with university regulations.
Manages office space transitions and new hire setups.
Office Coordination:
Orders and maintains office supplies for faculty, staff, and student assistants.
Oversees office transitions, ensuring new hires have proper workspace setup.
Assists with Removal of Household and new furniture and PC orders, working with CHASS IT, and purchasing.
Manages mail distribution and printing requests for faculty.
Assists in maintaining an organized and efficient workspace for all department members.
Serves as the department liaison for ergonomic evaluations and workspace improvements.
Maintains records in university financial systems such as Concur and Oracle Financial.
Utilizes Microsoft Office Suite (Excel, Word, Outlook, PowerPoint) and Google Suite.
Assists with online survey tools (Qualtrics, Google Forms) for data collection.
Communicates and facilitates website changes and updates with CHASS IT for all events, staff schedules.
Policy & Administrative Support:
Assists in developing and maintaining departmental policies and procedures.
Supports department-led initiatives, such as digital newsletters and outreach projects.
Submits checks to the campus cashier for processing gifts and ITFs.
Provides occasional support in running errands for items unavailable via mail or delivery.
Academic Journal Support:
Assists two Distinguished Professors in managing academic journal submissions.
Communicates with authors, editors, and reviewers regarding manuscript progress.
Tracks review statuses, sends reminders, and processes acceptance/rejection notices.
Provides administrative support for special edition journal publications.
To apply, visit https://jobsportal.ucr.edu/jobs/35505609
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