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Oversees and ensures the daily administrative operations run smoothly for the executive's office.
|
25 |
|
Participates in the development and implementation of efficient and effective systems for managing information, projects and communications to ensure accurate and timely responses.
|
5 |
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Implements related business processes.
|
5 |
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Functions as the gatekeeper, understanding the requirements of the executive, in order to prioritize issues according to urgency and to allocate time for scheduled events, travel and meetings.
|
5 |
|
Handles the details of a variety of matters on behalf of the executive.
|
5 |
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Researches, compiles and summarizes issues, policies and topics; provides background information, talking points and briefing materials for the executive.
|
5 |
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Financial Analysis/Reporting/Reconciliation/Purchasing - Analyze data, forecast expenditures, develop and justify budgets. Advise coworkers and management regarding issues related to division-wide administrative processes and communicate policy to staff.
Initiate, code and process daily cash/check/credit card deposits and transport to bank. Reconcile monthly credit card/daily deposits to bank statements and SAGE accounting system.
Responsible for procurement process from the initial departmental request to ensuring vendors are paid accurately and auditable records are maintained.
Process travel/entertainment reimbursements for employees and departmental vendor invoices ensuring adherence to policy and procedures. Exercise independent judgment and work with employees seeking reimbursements to ensure adherence to university policy.
Maintain an organized accounting/filing system to ensure all payments are submitted in a timely manner and processed
As needed, reconcile monthly financial transaction details to university ledgers.
Follow up on returned checks, credit card transactions, and refunds.
Maintain appropriate working relationships with UA Finance & Administration, accounting, and other campus service units (telecommunications, parking, IT, facilities management, and printing) to facilitate efficient handling of Alumni administrative activities and serve as a resource to department for procurement of services.
Inventory, organize, maintain and order adequate levels of office supplies.
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15 |
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Provide executive support to the Assistant Vice Chancellor of Alumni & Constituent Relations including maintaining a complex calendar of appointments, conferences, and travel, coordinating all details. Make informed and necessary decisions for the coordination of meetings, conferences, retreats and events that involve the Chancellor, Vice Chancellors, faculty, board members, visitors, guests, associates and constituents.Provide administrative support to the Assistant Executive Director (AED) as needed. Process acknowledgement letters to donors. Compose correspondence and reports. Assist in the production of meetings and events, including but not limited to room reservations, catering services, audio-visual requirements, set-up, collection of agenda items, note taking, follow-up, etc. Update University Advancement database. Train and serve as backup to the Alumni Services Coordinator.Assist in coordinating the planning and execution of the UCR Alumni Association Board of Directors meetings, and coordinate the annual board retreat, including but not limited to meeting logistics, preparing meeting materials, updating rosters, and transcribing accurate meeting minutes at the quarterly meetings. In collaboration with the AED, including scouting locations, managing logistics, reservations and serving as liaison to venue. Using the donor management database, enter contact reports, update and extract board member and donor profiles, and request reports. Serve as liaison to the Office of the Vice Chancellor for University Advancement, the Chancellor's office, and other appropriate executives as needed. Work closely with departmental counterparts and key administrative staff in Advancement to maintain effective communications and interpersonal relations. Accomplish special projects as assigned.
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20 |
|
Membership Program Duties- Assist the Membership Manager in establishing, fulfilling, and maintaining benefits for UCR Alumni Association members. Manage all administrative aspects of the membership processing, acknowledgements and billing. Input membership payments in the University Advancement database. Resolve membership payment discrepancies with constituents. Respond to membership customer service requests including, but not limited to: membership card replacement, proof of membership receipts, membership renewal needs or current campaigns.
As needed serves as point of contact for membership questions.
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15 |
