General Information
| Job Description | BLANK AST 3 | Working Title | Administrative Assistant |
|---|---|---|---|
| Job Code | 004722 | Grade | |
| Department Name | CHASS Facilities MGMT - D01268 | Department Head | Cindy Williams |
| Supervisor | Paul Richardson | Effective Date | 10/17/2022 |
Position(s) Directly Supervised
| Job Code | Title | FTE |
|---|
Department Custom Scope
| Coordinate facility scheduling, including classrooms, labs, theaters, studios, and conference rooms via on� line scheduling system and SIS. Manage the on-line scheduling system. Coordinate scheduling options with Campus Registrar, Student Affairs, and Non-Academic Scheduling. Maintain, manage and establish key and access card inventory. Provide security training to students, staff and faculty. Process key requests and fill key orders. Order keys and access cards as needed. Create and maintain key inventory and usage reports. Coordinate with Physical Plant lock modifications and maintenance of card access system. Process building work orders and trouble tickets. Coordinate equipment and office moves/relocations with Physical Plant and Building Services. Maintain database of building trouble tickets and provide follow-up. Schedule building projects as needed. Coordinate building needs with campus Custodial and Grounds. Act as Building Emergency Staff contact during campus emergencies and evacuations and as Building Supervisor for Emergency Conditions as needed. Identify and report safety and security concerns. |
Education & Experience Requirements
Education Requirements
Experience Requirements
| Experience | Requirement |
|---|---|
| Minimum of 5 years of demonstrated Administrative experience; or BA and 1 year of experience, or an equivalent combination of education and experience. | Required |
License Requirements
| License | Requirement |
|---|---|
| Vallid CA Drivers License | Required |
Certification Requirements
| Certification | Requirement |
|---|
Educational Condition Requirements
| Condition | Requirement |
|---|
Key Responsibilities
| Description | % Time |
|---|---|
| Key management ? Manage physical keys and access cards for all spaces controlled by CFM and Dean?s office. Manage key/access control system software. Alert staff. faculty and students of overdue keys and extensions. Assist academic department staff with key management system and provide back-up when necessary. | 30 |
| Project Scheduling/Assistance - Schedule project installation, evaluation. Keep track of project progress, ensuring projects are on track and within timelines. Log and keep track of equipment and labor for all related projects. Aid departmental moves and relocations. Process building work orders & trouble tickets. Act as building emergency staff contact during campus emergencies. | 30 |
| Scheduling of shared spaces ? Schedule shared spaces and classrooms controlled by CHASS Facilities Management. Provide scheduling of events staff. | 15 |
| Calendar Management ? Manage project, departmental, and director calendar. | 10 |
| Financial - Order equipment, reconcile department purchases. Log all equipment purchases and assist with outstanding items. Log all serial numbers and maintain database. | 10 |
| Correspondence ? Provide professional communication with on campus and off campus partners. | 5 |
Knowledge, Skills & Abilities
| Knowledge/Skill/Ability | Requirement |
|---|---|
| Ability to work under stressful situations. | Required |
| Communication Skills - Advanced Superior communication skills to effectively and professionally communicate using tact and diplomacy with internal and external campus community including international visitors. Demonstrated skill in expressing ideas clearly and convincingly. Demonstrated skill in identifying the correct issues to be communicated, the appropriate audience, the method of communication, and the timing of the communication. | Required |
| Interpersonal Skills - Skill in working as part of a team and collaborating with colleagues. Skill in establishing and maintaining cooperative working relationships. Ability to invite information, constructive criticism, and cooperation from others. Skill in establishing rapport and gaining the trust of others. Skill in maintaining equanimity in the face of resistance, indifference, or hostility. Ability to work effectively in a strong service environment that is subject to constantly changing priorities. | Required |
| Ability to create reports and correspondence. | Required |
| Writing Skills Advanced - Ability to independently compose letters, memos, reports, and other written communication materials, for a variety of audiences, using correct spelling, grammar, punctuation, composition, text editing, and proofreading skills. Skill in writing concise, logical, grammatically correct analytical or narrative reports. Excellent composition skills, including knowledge of correct English grammar, spelling, punctuation, and usage. Skill in translating observations, findings, and recommendations from analytical studies into a concise and logical written report. | Required |
| Knowledge of equipment and personnel relocation. | Required |
| Ability to work without direct supervision | Required |
| Ability to work independently and follow through on assignments with minimal direction. Skill in setting priorities that accurately reflects the relative importance of job responsibilities. Skill in performing a variety of duties, often changing from one task to another of a different nature. Skill in performing effectively under a fluctuating workload. | Required |
| Knowledge of UCR FMS system. | Preferred |
| Knowledge of UCR Physical Plant work order system. | Preferred |
| Knowledge of campus emergency procedures. | 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 Direction |
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 |