General Information
| Job Description | BLANK AST 3 | Working Title | Conference/Event Coordinator |
|---|---|---|---|
| Job Code | 004722 | Grade | |
| Department Name | BEES Administrative Unit - D01277 | Department Head | Deborah Terao |
| Supervisor | Amber Rhemrev | Effective Date | 10/03/2022 |
Position(s) Directly Supervised
| Job Code | Title | FTE |
|---|---|---|
| 004922 | STDT 1 | 2.0 |
Department Custom Scope
| The BEES Administrative Unit provides business services for a large and complex operation encompassing extensive teaching, research, and outreach components for the Botanic Gardens, Earth & Planetary Sciences, and Environmental Sciences within the College of Natural and Agricultural Sciences (CNAS). In addition, BEES supports the UCR employees and campus purchases of the USDA Salinity Laboratory and provides conference management support for all units within CNAS. Under the direct supervision of the BEES Financial Services Supervisor, the Conference Coordinator will provide administrative support for conferences organized by CNAS faculty and will function as the Head Cashier during cash-handling events, such as CNAS faculty conferences, the Botanic Gardens Plant Sales, etc. -- these events can occur on nights and weekends and may require overtime and work outside of normal business hours. The Conference Coordinator will prepare Sales & Services applications, process invoices, and record revenue. The Conference Coordinator will provide administrative support to the Chair and organize department events, such as faculty retreats, faculty recruitment, student orientation, weekly seminars, collaborative/social events, graduation, etc. The successful incumbent will work with a diverse set of customers including faculty, students, researchers, staff, conference attendees, and visitors. |
Education & Experience Requirements
Education Requirements
| Degree | Requirement |
|---|---|
| High School Diploma or GED | Required |
| Associate degree in a related field and/or equivalent work experience. | Preferred |
Experience Requirements
| Experience | Requirement |
|---|---|
| Minimum of 5 years of experience in an administrative office or an equivalent combination of education and experience. | Required |
| Minimum of 4 years of demonstrated computer proficiency in Microsoft Office and Google applications. | Required |
| Previous work experience in an institution of higher education. | Preferred |
License Requirements
| License | Requirement |
|---|---|
| Valid Driver's License | Required |
Certification Requirements
| Certification | Requirement |
|---|
Educational Condition Requirements
| Condition | Requirement |
|---|
Key Responsibilities
| Description | % Time |
|---|---|
| Functions as Coordinator for CNAS faculty-organized conferences, which may include accounts payable, accounts receivable, purchasing, recharge billing, travel/entertainment, gift accounting, collections and/or cashiering. Prepares conference budgets and registration fee tables, integrating all aspects of conference logistics/requirements into the UCR Sales & Service (S&S) application for review/approval. Secures venue/hotel room block/catering and acts as liaison with Central Purchasing for contracts and agreements. Oversees conference logistics in coordination with department staff of organizing faculty. Develops and tests registration site and coordinates with Cashier's Office for credit card processing. Assists with on-site registration as needed (may include in-person cashiering duties). Processes registration revenue on a daily basis and generates final revenue report. Effectively addresses customer inquiries. | 25 |
| Provides administrative support for Earth & Planetary Sciences and Environmental Sciences. Maintains Chair's calendar and schedules meetings as requested. Coordinates departmental events (i.e. faculty retreat, student orientation, weekly seminars, collaborative/social events, graduation, etc.). Coordinates periodic academic and graduate program reviews in cooperation with Chair. Prepares thank you letters to acknowledge donors listed on monthly gift reports. | 20 |
| Functions as Head Cashier during cash-handling events such as conferences organized by CNAS faculty or the Botanic Gardens fund-raising events - these events can occur on nights and weekends and may require overtime and work outside of normal business hours. Follows procedures to ensure internal controls are maintained to protect University resources. Processes revenue in compliance with cash-handling policies. Processes Gift Acceptance reports. | 15 |
| Generates new Sales & Service (S&S) applications in cooperation with the Botanic Gardens Director. Develops a budget, a scope of work, and a business justification. Reviews and modifies approved S&S activities on an annual basis. Processes S&S revenue using an internal recharge process or external invoice billing. | 15 |
| Independently coordinates candidate visits during the academic recruitment process for Academic Senate and CE Specialists. Coordinates travel arrangements for candidates. Creates an agenda/schedule to allow candidates to meet with the Chair, with various faculty members within the department, as well as Cooperating Faculty Members, and with Directors/Academic Coordinators of various college research facilities/resources. Handles logistics of on-site visit, including meeting room reservations, live-streaming or recording of research seminar, etc. Processes travel and entertainment reimbursements. Assists with advertising as requested. | 10 |
| Supervises 1-2 student assistants. | 10 |
| Oversees annual Payment Card Industry (PCI) compliance review and Self-Assessment Questionnaire (SAQ) and attestation of compliance for all BEES Merchant IDs. Assesses compliance with regulatory agencies and ensures compliance with UC policies. | 5 |
Knowledge, Skills & Abilities
| Knowledge/Skill/Ability | Requirement |
|---|---|
| Demonstrated interpersonal skills to effectively communicate and interact professionally with faculty, students, researchers, colleagues, donors, visitors, and members of the general public. Have a customer service orientation. | Required |
| Demonstrated skill in accurate record keeping with strict attention to detail. | Required |
| Demonstrated time management and strong organizational skills, with the ability to prioritize a heavy workload within conflicting, established deadlines. | Required |
| Demonstrated ability to work independently with minimal direction, as well as cooperatively in a team situation. | Required |
| Demonstrated ability to adapt to changing priorities. | Required |
| Effective verbal and written communication skills. Be an active listener. | Required |
| Demonstrated knowledge of UC and UCR policies and procedures. | Preferred |
| Prior experience in purchasing and/or cash-handling. | Preferred |
| Prior experience with supervising students. | Preferred |
Special Requirements & Conditions
| Special Condition | Requirement |
|---|
Other Special Requirements & Conditions
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Level of Supervision Received
| 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 |