General Information
| Job Description | BLANK AST 3 | Working Title | Budget, Personnel, and Program Assistant |
|---|---|---|---|
| Job Code | 004722 | Grade | |
| Department Name | Student Life - D01179 | Department Head | Ellen Whitehead-Anderson |
| Supervisor | John Valdez | Effective Date |
Position(s) Directly Supervised
| Job Code | Title | FTE |
|---|
Department Custom Scope
| The Budget, Personnel, and Program Assistant provides support for the campus entertainment efforts of ASPB. The Budget, Personnel & Program Assistant provides proactive, high quality, flexible and reliable support as a member of the AVC/Dean of Students organizational unit administrative support team, with a primary focus on comprehensive administrative assistance to the Associated Students Program Board (ASPB). Responsibilities include but are not limited to providing financial, budgeting and accounting support; facilitating departmental purchasing needs; providing administrative support for departmental events coordinating travel arrangements; coordinating departmental payroll and ensuring compliance with all labor and personnel guidelines. Provides backup support to departments within the AVC/Dean of Students organization as needed, specifically the Student Life Office. This position has a direct supervisor, the Financial and Administrative Manager for the AVC/Dean of Students. The position works closely with the supervisor and the career and student staff in ASPB to achieve the various responsibilities and objectives of the position. This position will support the Student Life and ASPB mission, vision, and strategic plan, which includes a focus on social justice, leadership development, and creating a sense of belonging for students. |
Education & Experience Requirements
Education Requirements
| Degree | Requirement |
|---|---|
| Bachelor Degree | Preferred |
Experience Requirements
| Experience | Requirement |
|---|---|
| Minimum of 3-7 years of experience | Required |
License Requirements
Certification Requirements
| Certification | Requirement |
|---|
Educational Condition Requirements
| Condition | Requirement |
|---|
Key Responsibilities
| Description | % Time |
|---|---|
| Budget, Financial, and Accounting Support - Uses working knowledge of campus policies and procedures as well as understanding of office needs and priorities to provide financial support to the Associated Students Program Board (ASPB). Identifies and review problems in the budget and in consultation with Financial and Administrative Manager, recommends solutions and/or alternatives to these problems. Gathers and enters ledger data into budget shadow system with the preparation of annual budgets using complex spreadsheets to track expenses/income and project future expenses/income. Exports and summarizes staffing budget data into worksheets for management's use in long range staffing and recruitment planning. Validates monthly budget expenditures, and creates accurate complex reports to present to the Director and Financial and Administrative Manager to monitor budget balances. In coordination with the Financial and Administrative Manager, compares and review reports to advise of balances for fiscal year end. Gathers data for the fiscal close process to appropriately zero out budget categories. Prepares documents for salary and turnover savings; monitoring the budget for use of the savings. Sets up and maintains project and cost center codes using Excel Spreadsheets. In consultation with the Financial and Administrative Manager, creates and implements internal procedures as appropriate. | 35 |
| Purchasing Support - Prepares purchase orders, work orders, and recharges online in compliance with UCR purchasing policy and procedures. Ensures timely processing of all purchase requisitions, reimbursements, travel expenditures, printing and mailing requests, etc., to meet accounting requirements and fiscal deadlines. Works with the purchasing office to negotiate with vendors. Surveys vendors for the purchase of goods and supplies and identifies the most cost effective means of purchasing. Researches and works with appropriate departmental personnel to prepare sole source documentation for purchases. Assures accuracy and appropriate processing of transactions and tracks all ordering activity via purchasing logs. Maintains purchasing archive records. | 25 |
| Administrative Support - Provides administrative support by coordinating performance agreements and various other forms for ASPB. Receives and deposits cash or checks collected for departmental activities. Schedules and reserves conference rooms or other facilities. Act as a liaison for Associated Students Program Board. Responsible for ordering and maintenance of office supplies. Responsible for processing of all reimbursements in accordance with policy and procedures assuring proper receipts and signature and appropriateness of expenses. Attends Travel, eBuy, Epay and UCRFS Coordinator meetings. Coordinates travel arrangements (flights schedule, ground transportation, and hotel) in compliance with UCR and VCSA policy and procedures. Provides administrative support to staff within Student Life and ASPB. Provides backup support to other AVC/DOS units as needed. | 25 |
| Departmental Human Resources - Prepares and processes payroll/personnel action items in compliance with all personnel policies and procedures, including, but not limited to, payroll, D.O.P.E., Family Medical Leave, Worker's Compensation, official personnel files, performance evaluations, merits and Leave without Pay. Attends Payroll meetings. Responsible for assuring timely, accurate and effective reporting of personnel actions on the payroll system. Prepares all forms for hiring of employees. Processes transactions as the Departmental HR Coordinator for HR business systems. | 10 |
| Other Duties as Assigned - Other Duties as Assigned. | 5 |
Knowledge, Skills & Abilities
| Knowledge/Skill/Ability | Requirement |
|---|---|
| Five (5) years demonstrated related experience or an equivalent combination of education and experience. | Required |
| Experience with processing routine financial accounting/purchasing transactions with an onlinefinancial system and identifying account variances and researching discrepancies. | Required |
| Demonstrated experience with data exporting, tracking, preparation of spreadsheets and documenting transactional back up reports using software applications such as Word, Access, Excel, FileMaker Pro, Adobe etc. | Required |
| Administrative experience in an office environment providing administrative support such ascalendaring for staff and/or faculty, coordinating administrative activities, travel and programming, etc. | Required |
| Experience with cash handling, balancing, and deposit preparation and knowledge of standard retail security policies and procedures. | Required |
| Skill in communicating effectively and professionally using tact and diplomacy. | Required |
| Experience within a customer service oriented environment responding to and meeting/exceeding the needs of the faculty, staff, students and the community and be able to work effectively as an individual, a team member, and with diverse groups. | Required |
| Ability to maintain high level of confidentiality at all times. | Required |
| Skill in accurate record keeping with strict attention to detail and problem solving. | Required |
| Skills to draft letters and memos for signature or review by supervisor/manager, using correctspelling, grammar, punctuation, composition, text editing, and proofreading skills. | Required |
| Education and/or experience equivalent to a bachelor degree in a related field. | Preferred |
| Knowledge of the applicable federal, state, UC policies and procedures and regulations governing areas related to the responsibilities of the job. | Preferred |
| Demonstrated experience with UCR Financial System (UCRFS). | Preferred |
| Demonstrated experience with online Student Information System (BANNER). | Preferred |
| Demonstrated experience with UC online payroll system. | Preferred |
Special Requirements & Conditions
| Special Condition | Requirement |
|---|
Other Special Requirements & Conditions
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Level of Supervision Received
| General Supervision |
Environment
Working Environment
| Campus |
Other Requirements
Items Used
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Physical Requirements
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Mental Requirements
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Environmental Requirements
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Critical Position
| Is Critical Position: Yes |