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Administrative Support
? Provide administrative event support, including but not limited to making room and vehicle reservations; placing food, supply, and print orders; event logistics such as: parking, police services, physical plant, and special ground requests; coordinating mailings; keeping track of RSVPs.
? Assist with the coordination of desk reviews and audits.
? Assist UCR College Corps Director with calendar support to include scheduling meetings and securing rooms for such, creating agendas, and taking minutes.
? Maintain necessary supplies for UCR College Corps Program including service projects and the office.
? Attend annual California Volunteers conference.
? Responsible for answering member and staff questions related to UCR College Corps program procedures.
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40 |
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Payroll and Personnel
? Oversee and prepare all aspects of payroll/personnel for UCR College Corps Fellows and staff members including but not limited to, coordinating with Payroll Shared Services Center on all payroll, on-boarding, off-boarding and leave management, Personnel Files, performance evaluations, merits, and Leave without Pay (LWOP).
? Follow policies and procedures related to Personnel Policies and Procedures. Assist with implementation of internal procedures.
? Review campus and departmental policies and procedures with staff as needed.
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30 |
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Budget and Office Support
? In coordination with the UCR College Corps Financial Analyst, provide administrative financial support for the UCR College Corps program to ensure the accuracy and appropriateness of all budget and accounting transactions.
? Ensure matching funds are received and assigned the proper coding, if appropriate.
? Review all transactions for appropriateness, reasonability, and allocation matters.
? Prepare no cost extensions, as appropriate.
? Review monthly budget expenditures; create accurate complex reports to present to the Financial Analyst to monitor budget balances.
? In coordination with the Financial Analyst, during fiscal/grant closing, transfer appropriations and expenses so all accounts are as close to zero as possible.
? Set up and maintain project and cost center codes using Excel spreadsheets.
? Using UCR Purchasing Policy and Procedures process purchase orders, procurement card transactions, and recharges online.
? Renew and maintain blanket purchase authorizations; develop and maintain a resource file for supplies.
? Responsible for yearly equipment inventory and maintenance of campus online inventory database.
? Reconcile annual space report using online system (FMS).
? Assist with travel and entertainment arrangements and reimbursements for UCR College Corps office staff.
? Prepare monthly detailed and summary financial statements.
? In coordination with the UCR College Corps Financial Analyst, responsible for annual fiscal closing of related contract and grant activity.
? Assures adherence to UC Fiscal closing guidelines as well as agency-specific contract and grant guidelines.
? Provide PI with recommendations to resolve funding problems or to more efficiently use their resources, based on available funding.
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20 |
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Other
Other duties as assigned.
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5 |
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Internal Compliance
? Responsible for monitoring all transactions that are posted to the financial system for appropriateness and accuracy.
? Assist with departmental compliance with strong internal controls; review records retention policies and revise departmental guidelines as appropriate.
? Make certain that timely revisions are made to UECC AmeriCorps Desk Manuals and the relevant sections in the Administrative Procedures Manual for staff.
? Maintain knowledge of the most current internal control practices and produces.
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5 |
