General Information
| Job Description | BLANK AST 3 | Working Title | Administrative Assistant- Harvest SSC |
|---|---|---|---|
| Job Code | 004722 | Grade | |
| Department Name | CNAS Personnel Service Center - D01339 | Department Head | Jennifer Farias |
| Supervisor | Rose Silvas | Effective Date | 10/01/2022 |
Position(s) Directly Supervised
| Job Code | Title | FTE |
|---|
Department Custom Scope
| The Harvest Shared Services Center delivers academic personnel, payroll, and human resource services for the College of Natural and Agricultural Sciences (CNAS) and also provides payroll and leave administration services for the College of Humanities and Social Services (CHASS), The Office of Research and Economic Development (RED), The University of California Institute for Mexico and the United States (UCAlianza), and Academic Senate. The unit is divided into three sections: Academic Personnel, HR, and Payroll, each led by a Director. The incumbent is responsible for providing administrative support to the AP and Payroll Directors, including but not limited to maintaining each director's calendar, taking minutes at staff meetings and following up on action items, and providing backup to the Payroll and Academic Personnel Assistants. The incumbent must be detail-oriented and maintain appropriate discretion in dealing with confidential and sensitive issues. |
Education & Experience Requirements
Education Requirements
| Degree | Requirement |
|---|---|
| Four years education and/or experience equivalent to a Bachelor's degree in business, finance, human resources, or related discipline. | Required |
Experience Requirements
| Experience | Requirement |
|---|---|
| Administrative support experience, including strong organizational skills and ability to exercise independent judgment. | Required |
| Demonstrated skill and experience writing clear, concise and grammatically correct correspondence and meeting minutes as needed. | Required |
| Demonstrated experience working independently and as a member of a team. | Required |
| Administrative experience in an academic environment providing administrative support for staff and/or faculty. | Preferred |
| Demonstrated experience with UCR on-line service systems. | Preferred |
| Experience prioritizing assignments to complete work in a timely manner under the pressure of deadlines and interruptions. | Required |
License Requirements
Certification Requirements
| Certification | Requirement |
|---|
Educational Condition Requirements
| Condition | Requirement |
|---|
Key Responsibilities
| Description | % Time |
|---|---|
| Administrative support for Harvest Shared Service Center. Manage schedules for the Unit Director using an electronic calendar system. Anticipate potential conflicts, suggest alternatives and coordinate changes. Trouble shoot office equipment/maintenance coordination. Update the electronic office calendar to note vacation, sick and out of office status for unit staff. Update and maintain current contact information and work assignments listings for office staff. Attend and maintain minutes for unit meetings. Update and maintain hard copy and electronic filing systems for the unit in accordance with UC and UCR retention policies. Ensure easy retrieval of documents and reports. Assist with organizing the Units files. Other duties and ad hoc projects as assigned. | 50 |
| Backup to Payroll and/or Academic Personnel Units Collect and consolidate data to create reports for HR, AP and/or Payroll. Use multiple sources to generate reports. Provide support for staff recruitment (lists of candidates for search committee members for CNAS Harvest recruitment's) Create end-date monitoring report and send to departments monthly to solicit feedback and/or other monthly reports. Run HRDW queries Provide general administrative support to both payroll and/or academic personnel units. Assist with on boarding process and documentation. | 30 |
| Serve as main point of contact or backup to: Maintain minimum inventory of office supplies Office supply ordering. Prepare, submit and follow up on Help-desk tickets forwarded to C&C for repair and maintenance of equipment. Contact for all building maintenance issues Prepare, submit and follow up on physical plan work orders. Support I-9 processing and re-verification. Process Salary Cost Transfers in UCPath. Follow up with departments on open SCT requests. Assist with complex FAUs. Serve as backup or point of contact for Harvest Shared Service Center and manage controlled access into the building. Assist visitors and University employees with questions and directions. Act as emergency coordinator for building. Coordinate with emergency responders. | 20 |
Knowledge, Skills & Abilities
| Knowledge/Skill/Ability | Requirement |
|---|---|
| Demonstrated skill utilizing Microsoft Suite including Outlook, Word & Excel. Operational experience with PowerPoint and Internet. Demonstrated knowledge in maintaining calendars for individuals using web-based calendaring software. | Required |
| Demonstrated interpersonal skills to professionally interact with faculty, staff, students and co-workers. Ability to provide information and direction to a diverse population in a diplomatic and tactful manner. | Required |
| Ability to work in an environment that requires a high level of confidentiality | Required |
Special Requirements & Conditions
| Special Condition | Requirement |
|---|
Other Special Requirements & Conditions
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Level of Supervision Received
| General 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 |