General Information
| Job Description | BLANK AST 2 | Working Title | Receiving Room & Admin Assistant |
|---|---|---|---|
| Job Code | 004723 | Grade | |
| Department Name | BMPN Administration - D01245 | Department Head | Sabrina Schuster |
| Supervisor | Sarah Vanta | Effective Date | 09/26/2022 |
Position(s) Directly Supervised
| Job Code | Title | FTE |
|---|
Department Custom Scope
| Primarily responsible for managing the Boyce Hall Receiving Room. Receives packages using SC Logic software or similar shipping/receiving software, maintains recipient database for accurate notification, and ensures proper protocols are followed regarding storage of perishables, gathers packing slips and scans documents to Ebuy, follows up with vendors about outstanding items on POs. Financial duties include but not limited to, processing procard transfers, non-payroll cost transfers, calculates and redistributes fleet service charges, tracks FedEx billing and assists with fiscal close processes, maintains copier codes for users and oversees billing. Provides a variety of administrative tasks including filing of purchase orders, mail distribution, updating mailboxes, managing directory lists and communications for mandatory campus trainings, and assisting with equipment inventory records. Perform all duties with high level of professionalism in customer service, courtesy, and confidentiality. Work within a team environment providing support to coworkers. |
Education & Experience Requirements
Education Requirements
| Degree | Requirement |
|---|---|
| High school diploma and some college or an equivalent combination of education and experience. | Preferred |
Experience Requirements
| Experience | Requirement |
|---|---|
| Experience with database management software such as SC Logic | Preferred |
| Experience interacting diplomatically with the public in a high volume, continuous public contact setting. | Preferred |
| Demonstrated experience in a higher education setting. | Preferred |
| Experience using online financial systems to query information. | Required |
License Requirements
Certification Requirements
| Certification | Requirement |
|---|
Educational Condition Requirements
| Condition | Requirement |
|---|
Key Responsibilities
| Description | % Time |
|---|---|
| Manage Receiving Room - incoming and outgoing packages Responsible for managing incoming and outgoing packages in the Boyce Hall Receiving Room. Scan all incoming packages using SC Logic software or similar shipping/receiving software. Collect & scan packing slips and attach to PO in Ebuy. Properly store goods upon receipt. Maintain database for package notification to ensure proper personnel is notified of package delivery. Follow up on orders that have outstanding invoices and or have not been received in a timely manner. Provide all back-up purchasing documents to Analysts as needed. Manage outgoing FedEx packages and create shipping labels. | 40 |
| Financial Services. Process all procard transfers ensuring correct documentation and approvals. Process NCTs and FCTs as needed. Manage FedEx billing. Calculating mileage for department vehicles and distribute charges accordingly. Assist with fiscal close activities as needed. | 30 |
| Administrative Services Daily filing of purchase orders and miscellaneous paper work, order office supplies, walk checks to cashiers office as needed. Distribute mail. Maintain mailroom, update mailboxes. Assist with maintaining current building and contact information on all Faculty and Staff throughout the departments. Create and update departmental posters and directories for display cases. Maintain user copier codes and oversee monthly billing. | 25 |
| Manage Mandatory Training Lists Compose weekly email correspondence to the department's employees, volunteers & affiliates regarding required mandatory training. This includes, but not limited to, Cyber Security, Lab Safety, and Sexual Harassment Prevention training. Maintain a list of those who are expired or overdue for required training and update the FAO with current status or issues. Communicate directly with the UC Learning Center to resolve discrepancies and training problems. | 5 |
Knowledge, Skills & Abilities
| Knowledge/Skill/Ability | Requirement |
|---|---|
| Skill in researching questions and making appropriate contacts for problem solving. | Required |
| Excellent communication and interpersonal skills. | Required |
| Skills in general accounting principles. | Required |
| Ability to multitask, organize and prioritize workload to meet deadlines in a busy work environment. | Required |
| Ability to pay close attention to details and maintain strict confidentiality. | Required |
| Demonstrated computer proficiency and ability to effectively utilize online systems, in particular using Microsoft Word and Excel. | Required |
| Ability to work independently as well as cooperatively as part of a team. | Required |
Special Requirements & Conditions
| Special Condition | Requirement |
|---|
Other Special Requirements & Conditions
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Level of Supervision Received
| Close 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 |