General Information
| Job Description | BLANK AST 3 | Working Title | University Extension Administrative Assistant III |
|---|---|---|---|
| Job Code | 004722 | Grade | |
| Department Name | Operations - D01071 | Department Head | Cynthia Welle |
| Supervisor | Cynthia Welle | Effective Date | 09/10/2021 |
Position(s) Directly Supervised
| Job Code | Title | FTE |
|---|
Department Custom Scope
| UCR University Extension is the student-centered continuing education division of the University. Reporting to this organization, the Administrative Assistant III position will provide support to internal and/or external customers in the Strategic Operations, Academic Affairs, or Student Experience divisions. This position is for an individual who is high functioning, self-managing, and task-driven, with a bias for action. Depending on the position, the role will work primarily remote or in-person but will require flexibility to pivot between the two work modalities as business needs dictate. |
Education & Experience Requirements
Education Requirements
| Degree | Requirement |
|---|---|
| Associate or Bachelor degree | Preferred |
Experience Requirements
| Experience | Requirement |
|---|---|
| 5 years of experience providing administrative services, or an equivalent combination of education and experience (e.g. Associate's degree and 3 years of experience, Bachelor's degree and 1 year of experience) | Required |
| Experience working in a higher education environment | Preferred |
| Experience performing data entry and integrity management | Required |
| Candidates interested in Strategic Operations positions must have finance or human resource/payroll experience | Required |
| Experience with word processing and creating and managing spreadsheets. | Required |
| Experience with UC/UCR proprietary systems (UCPath, eLearn, eBuy and iTravel) | Preferred |
| Experience with Microsoft Office, Destiny One and/or Salesforce applications/systems | Preferred |
| Candidates interested in Student Experience positions must have customer service experience | Required |
License Requirements
Certification Requirements
| Certification | Requirement |
|---|
Educational Condition Requirements
| Condition | Requirement |
|---|
Key Responsibilities
| Description | % Time |
|---|---|
| Communicates in person, virtually, via the phone, and in writing to stakeholders of all levels. May draft, proof, and edit correspondence. | 15 |
| Responsible for file management, data entry, and data integrity management of critical, sensitive, and potentially confidential information in university databases and systems. | 15 |
| Coordination of calendars, scheduling, and execution of critical documents with internal and external stakeholders. | 15 |
| Serve as a subject matter expert for systems and processes within the division/unit and with the responsibility for providing guidance on use or process updates. | 15 |
| Responsible for support of processes that contribute to the successful delivery of programs to students. | 10 |
| Responsible for administrative service to stakeholders and analysis and resolution of rudimentary to moderately complex problems using high judgment and discernment on behalf of assigned department. | 10 |
| Responsibility for managing personal, stakeholder, and master calendars and schedules to meet business needs. | 5 |
| Interpret and apply Extension, Campus, and UC policies. | 5 |
| Ensures timely, accurate, and concise monthly, weekly, annual, and ad hoc business reporting to stakeholders within the organization and externally. | 5 |
| Responsible for high-level of collaboration with other departments on the execution and management of cross functional processes. May represent division/unit interests in organizational meetings. | 5 |
Knowledge, Skills & Abilities
| Knowledge/Skill/Ability | Requirement |
|---|---|
| Skill in communicating effectively in a multicultural environment; ability to effectively, professionally, and tactfully interact with stakeholders. | Required |
| Skill in attending to detail and proven organizational skills to plan, schedule, track, coordinate, and keep others informed. | Required |
| Must possess business acumen. | Required |
| Interpersonal, oral and written skills; accurate proofreading skills; ability to communicate knowledgeably and clearly with stakeholders in various levels and nationalities. | Required |
| Ability to manage time, prioritize tasks, problem solve and work in a fluctuating environment with fluctuating workload and competing priorities. | Required |
| Ability to respond and communicate effectively in digital mediums such as live chat and video conferencing | Required |
| Ability to reason and analyze. | Required |
| Ability to navigate complexity and novelty of unusual situations with good judgement and provide resolution. | Required |
| Demonstrated proficiency using Microsoft Office (Word, Excel, PowerPoint), e-mail messaging, and web-based software applications. | Required |
| Bilingual professional fluency in speaking/reading/writing Spanish/English. | Preferred |
Special Requirements & Conditions
| Special Condition | Requirement |
|---|
Other Special Requirements & Conditions
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Level of Supervision Received
| Supervision |
Environment
Working Environment
| Campus and remote working environment |
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 |