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:
Under the general direction of the Financial & Administrative Officer for the Departments of Economics and Political Science, incumbent is responsible for completing payroll and account review and distribution of monthly financial reports to faculty of 56; guaranteeing compliance with appropriate policies, guidelines, and procedures. Prepare approximately 500 salary cost transfers, non-salary cost transfers, federal cost transfers and funding changes annually. Assist the Department Graduate Advisors in the hiring process of approximately 105 Academic Student Employee(ASE) positions on a quarterly basis. Responsible for handling static updates to Department website using the Drupal Content Management System. Supervise all front office activities and serve as Department receptionist by maintaining office inventory, copy and mail rooms, signing for deliveries and directing traffic. Assisting with faculty and student recruitments as needed. The incumbent is expected to work on campus Monday - Friday and is not eligible for a remote or hybrid work schedule.

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. 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.

#CB

Requirements:
Requirements

Educational Requirements

Bachelor's Degree in a related field or equivalent experience

Preferred

Experience Requirements

Minimum of 5 years related experience or an equivalent combination of education and experience

Required

Experience with Payroll management and transactions.

Required

Administrative experience in an office environment providing administrative support while demonstrating excellent customer service.

Required

Experience working for an institution of higher education.

Preferred

Experience interpreting and applying administrative policies.

Preferred

Special Conditions
Special

CANRA Identified Position

Required

Minimum Requirements

Ability to compose written communication using correct spelling, grammar, punctuation, composition, text editing, and proofreading skills

Strong analytical skills and ability to independently research, analyze and use good judgment in resolving problems

Ability to interact effectively and professionally with department staff as well as campus and outside community

Skill in organizing tasks, documents and materials with efficiency and accuracy

Knowledge and experience using PC based computer systems and software such as Microsoft Word, Excel, & Outlook

Demonstrated knowledge and experience working with on-line financial systems

Ability to establish timelines to meet multiple deadlines in an environment with frequent interruptions

Skill in coordinating administrative activities

Preferred Qualifications

Knowledge of University policies and procedures related to procurement practices, equipment management, general accounting practices, account reconciliation, travel and entertainment reimbursement, and Internal Audit policies and procedures

Working knowledge of UCR's financial systems


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/Affirmative Action Employer with a strong institutional commitment to the achievement of excellence and diversity among its faculty and staff. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, protected veteran status, or any other characteristic protected by law.

For information about our generous employee benefits package, visit: Employee Benefits Overview

Job Description Details:
Job Description Details

General Information
BLANK AST 3 004722 Kevin Esterling Christina Gnuschke

Department Custom Scope
Under the general direction of the Financial & Administrative Officer for the Departments of Economics and Political Science, incumbent is responsible for completing payroll and account review and distribution of monthly financial reports to faculty of 56; guaranteeing compliance with appropriate policies, guidelines, and procedures. Prepare approximately 500 salary cost transfers, non-salary cost transfers, federal cost transfers and funding changes annually. Assist the Department Graduate Advisors in the hiring process of approximately 105 Academic Student Employee(ASE) positions on a quarterly basis. Responsible for handling static updates to Department website using the Drupal Content Management System. Supervise all front office activities and serve as Department receptionist by maintaining office inventory, copy and mail rooms, signing for deliveries and directing traffic. Assisting with faculty and student recruitments as needed.


Key Responsibilities:
Key Responsibilities DescriptionPercent Time

Payroll/Personnel Actions

-Enter and monitor payroll/personnel actions in Harvest accurately and timely for up to 110 appointments, including student assistants and ASE titles (GSRs, TAs, and Readers), and Continuing Lecturers on a quarterly and ongoing basis.
-Actions include new hires, rehires, step increases, stipends, data changes, extensions, separations, leaves of absence, short work breaks, disability, and background checks.
-Verify appropriate fund sources, benefit rates, and leave accruals.
-Run monthly payroll funding reports to ensure accuracy and make necessary changes.
-Deliver completed payroll reports to the Financial Analyst for review.

30%

Front Office Management and Reception

Reception and Front Office Activities:
-Oversee all front office activities and serve as Department receptionist.
-Responsible for assisting the scheduling of campus closures for staff calendars.
-Responsible for receiving departmental mail.
-Ordering office supplies
-Maintaining inventory.
-Maintain copiers in departments, submit repair calls to ensure machines are operational.

Key System Management:
-Manage and maintain department key system, ensuring accessibility for all TAs, faculty, and staff.
Bulletin Board Maintenance:
-Ensure bulletin boards are up to date with all information, including HR notices.

Manage Student Assistants:
-Maintain upkeep of department offices and conference rooms in Sproul and Watkins.
-Supervise Copy room maintenance, work orders, facilities management, point of contact for all faculty projects that will be assigned to students.

20%

Purchasing and Procurement
-Responsible for receiving purchases within Oracle Financial, and delivery of goods.
-Inform via email goods have been delivered, and work with faculty to deliver their goods to them.
-Work with Financial Analyst to review proper CoA

Department Record Keeping

Financial Transaction Maintenance:
-Assist the FAO and Financial Analyst with general accounting and the maintenance of all financial transactions for 2 academic and 1 administrative unit.
-Manage procurement of supplies for instruction, research, support, and administrative needs, involving a high level of complexity.

Documentation and Reconciliation:
-Organize all backup documentation to support the monthly ledger reconciliation.
-Save all transactional backup documents in PDF files for simplified location.
-Adhere to audit policies and procedures, ensuring supporting documentation is in auditable and reportable condition.

Acts as backup purchaser, pro-card holder

15%

Graduate Student Support and Communication

Quarterly Student Support and Contracts:
-Assist Graduate Advisor with coordinating quarterly student support and TA/GSR contracts and Google questionnaire.
-Filter data to provide accurate information for TA placement.
Newsletters:
-Prepare mail merge documents to generate and distribute newsletters to students, faculty, and alumni.

10%

HR Processes and Coordination:

-Coordinate HR processes for monthly and hourly employees, ensuring proper appointment/classification/salary rates.
-Process biweekly/monthly payroll for academic and staff employees.
-Send bi-weekly emails to all hourly employees for timesheet submission.
-Research and counsel employees on benefits eligibility, changes, questions, and concerns.
-Assist with other academic personnel matters as needed.
-Act as HR/Payroll Coordinator for all staff, student assistants, readers, TAs, and any GSR appointments connected to specific Faculty research funds.
-Provide payroll guidance to the Academic Coordinators.

10%

Recruitment and Appointment Management

Non-Senate Academic Personnel:
-Manage the recruitment, appointment, and re-appointment of non-senate academic personnel.

Faculty Recruitment:
-Assist with faculty recruitment, including campus visits, itinerary, job postings, recruitment, and monitoring the recruitments from start to finish.

5%

Academic Support and Coordination

Visiting Scholars and Visa Processing:
-Assist Chairs with the visiting scholars and visa processing for all academic hires (tenure track and visiting appointments).

Graduate Student Recruitment and Support:
-Coordinate and assist with graduate student recruitment, providing Grad Advisor with support.
-Assist with the allocation and coordination of teaching assistantships and the management of financial commitments to graduate students including office space arrangements.
-Assist the Grad Advisor to track, analyze, and report on undergraduate and graduate enrollment trends, changes in curriculum, admissions, and other relevant academic measures.

Faculty and Student Support:
-Assist the Chair with general administrative matters pertaining to faculty and student support.

5%

Receives more detailed instructions for new assignments.

5%


To apply, visit https://jobsportal.ucr.edu/jobs/34021226







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