General Information
| Job Description | BLANK AST 3 | Working Title | Events Coordinator/ Admin Ast III |
|---|---|---|---|
| Job Code | 004722 | Grade | |
| Department Name | Multidisciplinary Admin Unit - D01327 | Department Head | Diane Monroe |
| Supervisor | Diana Marroquin | Effective Date | 11/22/2021 |
Position(s) Directly Supervised
| Job Code | Title | FTE |
|---|
Department Custom Scope
| Under minimal supervision, support the planning, development, management, and implementation of all phases of accounting administration. Responsible for financial support to faculty, staff, and students of a large dynamic, diverse, and complex teaching and research Unit. The MDU consists of the Administration and Student Affair Cluster of 5 individual academic departments that includes Ethnic Studies, Gender and Sexuality Studies, Media & Cultural Studies, Religious Studies, and Interdisciplinary Programs that includes 17 majors and involves both undergraduate and graduate programs. Provide accounting functions such as analyzing, monitoring, preparing and recording financial information to reflect the condition of the Units and provides other statistical data to control operations. Event coordination; plans and executes events such as lectures, colloquia, conferences, luncheons, receptions, and meetings. Arranges room scheduling, room set-up, media resources, catering, parking, and other event needs. Transact procurement and disbursements, performs financial analysis of funding sources by retrieving, organizing, and validating data, and serves as Transactor and/or Reviewer. Prepares and processes expenses as appropriate; interprets and implements procedures to ensure compliance with university policies and agency specific terms and conditions. Maintains fiscal integrity for all transactions, ensuring supporting documentation is in auditable and reportable condition. Act as Pro-card Department Card Administrator (DCA). Ensures adequate follow-up on all requests related to purchasing, travel, entertainment, reimbursements, accounts receivable billing, and returns for credit. Assure accountability and stewardship of departmental resources. Originality is required in applying standard administrative guides in resolving unusual administrative problems in compliance with departmental goals and objectives. Function as an Advisor to Unit administration, analyzing and resolving problems, interpreting policies (e.g., fiscal management, HR, contracts and grants, resource management in defined areas) while demonstrating solid subject matter knowledge and expertise. Maintain a cheerful, welcoming, and patient attitude with a very diverse set of customers. |
Education & Experience Requirements
Education Requirements
Experience Requirements
| Experience | Requirement |
|---|---|
| One to two (1-2) years of administrative work experience; and a Bachelor's degree in a related field; or an equivalent combination of college education and professional experience (e.g. 5 years of administrative work experience). | Required |
License Requirements
Certification Requirements
| Certification | Requirement |
|---|
Educational Condition Requirements
| Condition | Requirement |
|---|
Key Responsibilities
| Description | % Time |
|---|---|
| Budget Monitoring Prepare cost analysis to ensure adequate funding exists for procurement and personnel expenditures, as well as any projected changes. Perform cost analysis in accordance with policies, procedures, guidelines, terms and conditions governing purchasing activities on all types of fund sources and obtains proper authorization for all transactions from Chair, FAO, and/or Principal Investigator (PI) as required. Establish and monitor vendor/purchasing blankets, renewing prior expiration or requesting additional funds before reaching value limit. Work with Purchasing to negotiate contracts and prepare necessary documentation for purchase orders. Assist in the PO Encumbrance Report take appropriate actions to release encumbrances and/or update PO. Provide training and information to faculty and staff on appropriate procurement methods. Identify the need for and prepare requests for exception to policy for entertainment reimbursement as necessary and attach required documentation. | 35 |
| Financial Transactions and Accounting Operate as lead travel expert and independently serve as primary iTravel Coordinator for the entire MDU Cluster. Preparation of complex and often multi-FAU domestic and international iTravel reimbursement for ladder faculty, staff, students, visitors, and faulty recruitment candidates. Obtain currency conversion rates when necessary. Ensure that expenditures do not exceed the published maximum rates for entertainment. Arrange and process all removal expenses and reimbursements for new academic appointees. Coordinate move with purchasing and prepare removal travel vouchers for reimbursement. Authorize cash advances for travel to clear advances within campus guidelines. Download, archive, retrieve, and analyze data from department and campus sources. Respond to management requests for financial information that can include the collection of complex data from multiple sources for a variety of reporting activities and organizes information in a clear, comprehensible format. Work with FAO to prepare and/or assist in the completion of specialized payroll and expense reports. Assist the FAO in the development and implementation of internal controls and practices for the Unit. Update user financial statements with pending expenses, calculate projection for fund balances, analyze statements and offers observations and recommendations for management actions. Monitor accounting and make independent decisions regarding the best course of action to resolve problems within UC policies and procedures. Assists FAO with fiscal closing activities. Assist FAO with tracking staff salary actions. Provide required documentation to PAN reviewer on a timely basis. Work closely with FAO and Chairs to expedite approvals for time sensitive material. | 35 |
| Event Coordination Serve as the Unit's Event Coordinator; Coordinate all events such as lectures, colloquia, conferences, meetings, receptions, etc. Plan meetings with individuals and/or committees; Assist with budget estimates for events, coordinating and verifying availability of funding sources with other departmental staff personnel prior to placing any orders. Schedule and reserve conference rooms or other facilities. Maintain calendar for designated events; anticipates potential conflicts and suggest alternatives; Coordinate and revise events on the web-based UCR Events Calendar, Scotmail, and college listserv distributions. Prepare event materials; Compile materials and ensures timely distribution to appropriate individuals and maintain meetings list. Compose flyers, visitor correspondences, itineraries, and other related event documents. Develop and manage database files, event files, and mailing lists. Coordinate accommodations such as transportation, hotel, and meeting locations arrangements. Process purchase orders using the online purchasing systems; Ensure proper accounts are billed correctly for chargeable items. Verify expenses are proper, funding source codes are correct, and the mathematical accuracy of purchase and travel documents. Establish and maintain professional working relationships with individuals and project teams and works as a liaison with on/off campus customers, vendors, and other campus departments. Use on-line systems to facilitate related work. | 25 |
| Other Responsible for equipment inventory, copier coordination, key distribution, and serves as the Unit's Safety Coordinator. Assists in office coverage, answering phones, distributing mail, and maintaining bulletin boards. Attend financial user group meetings to stay abreast of policy and procedure changes, e.g.: PPS, DBA, iTravel, purchasing, and UCRFS. Assist FAO and Budget Analyst with various projects as requested. Assist in space management and bring all concerns or issues to the attention of the FAO. Exercise good judgement and make independent decisions consistent with UCR policies and procedures. Other duties as assigned. | 5 |
Knowledge, Skills & Abilities
| Knowledge/Skill/Ability | Requirement |
|---|---|
| Excellent interpersonal skills including tact, diplomacy, adaptability, skill in recognizing politically sensitive situations, and maintain confidentiality at all times. | Required |
| Ability to work independently; organizing and prioritizing workload and maintaining strict attention to detail. | Required |
| Skill in creating and editing spreadsheets and reports using PC applications Word and Excel to analyze and summarize accounting data. | Required |
| Skill using Windows platform applications such as Microsoft Word and Excel | Required |
| Management skills to plan, coordinate, and direct numerous complex activities with competing deadlines and interruptions in a fast paced environment. | Required |
| Ability to interact and communicate effectively, both orally and in writing, with a diverse group of students, faculty, professional staff, administrators, and campus personnel. | Required |
| Skill and experience with identifying account variances and researching accounting discrepancies. | Required |
| Analytical skills and the ability to independently research questions and make appropriate contacts for problem solving. | Required |
| Ability to and maintain cooperative working relationships and work in a team environment. | Required |
| Ability to interpret and effectively articulate complex policies and procedures, both orally and in writing. | Required |
| Demonstrated knowledge and skill of concepts and practices of event planning, including the ability to effectively work with invited guests. | Required |
| Demonstrated administrative experience working with financial accounting. | Required |
| Budget management skills and ability in the practical application of fractions, percentages, performing routine statistical, and mathematical computations. | Required |
| Demonstrated experience processing complex financial accounting transactions with an on-line financial system. | Required |
| Knowledge of UC financial and administrative policies and procedures, particularly those related to event planning and purchasing. | Preferred |
Special Requirements & Conditions
| Special Condition | Requirement |
|---|---|
| Overtime | Required |
| Travel Outside of Normal Business Hours | Required |
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 |