General Information
| Job Description | BLANK AST 3 | Working Title | Administrative Assistant |
|---|---|---|---|
| Job Code | 004722 | Grade | |
| Department Name | CE-CERT - D01007 | Department Head | Donald Collins |
| Supervisor | Donald Collins | Effective Date | 08/01/2023 |
Position(s) Directly Supervised
| Job Code | Title | FTE |
|---|---|---|
| 004922 | STDT 1 | 5.0 |
Department Custom Scope
| The University of California at Riverside (UCR) will provide the California Air Resources Board (CARB) with operations and management of the HD I/M Referee program in compliance with the HD I/M Regulation specified in Title 13, California Code of Regulation, Sections 2195 to 2199.1. The HD I/M Referee program will provide independent evaluations of heavy-duty vehicles and services for vehicles with inspection incompatibilities or compliance issues. For this program, UCR will provide Referee Call Support to handle calls and inquiries with vehicle owners/drivers regarding Referee program questions and assistance with Referee scheduling. The incumbent for the Call Support Representative/Administrative Assistant position will supervise and coordinate the operation of the Referee Call Support, in conjunction with the program manager of the HD I/M program, and also support the program manager and management team with a variety of administrative tasks. Working in the Referee Call Support, the incumbent will coordinate efforts to contribute to the efficient day-to-day operations and a positive vehicle owner/driver experience with the Referee Call Support representatives. Under the general supervision of UCR?s program manager and based on policy and procedures manual, the incumbent will coordinate personnel for a full range of Referee Call Support duties. This will include supervising personnel to ensure that Call Support operations encompass the following: prompt and courteous telephone assistance to callers, answering, screening and triaging of a high volume of incoming calls, addressing complaints, addressing Referee-related issues that may come up on calls, addressing basic regulatory policies related to the HD I/M program, register each call and caller information, keeping a record system of the daily calls and requests, providing clear and courteous instructions to the caller on where the appointment was scheduled and what documents to bring to the appointment, assisting with reminder calls, retrieving and addressing voice messages in a timely fashion, scheduling/rescheduling/canceling vehicle owner/driver appointments at the request of the caller, and protecting callers? confidentiality. **As a condition of employment, you will be required to comply with the University of California SARS-CoV-2 (COVID-19) Vaccination Program Policy. All Covered Individuals under the policy must provide proof of Full Vaccination or, if applicable, submit a request for Exception (based on Medical Exemption, Disability, and/or Religious Objection) or Deferral (based on pregnancy) no later than the applicable deadline. For new University of California employees, the applicable deadline is eight weeks after their first date of employment. ** |
Education & Experience Requirements
Education Requirements
| Degree | Requirement |
|---|---|
| College degree or an associate degree in public administration or related field | Preferred |
Experience Requirements
| Experience | Requirement |
|---|---|
| Minimum of 5 years of experience working in a front office role coordinating schedules, interacting with faculty, researchers, and technical staff, and performing duties related to program planning, human resources, and maintaining databases though data entry, data queries, and database updates. | Required |
| Administrative experience in an institution of higher education. | Preferred |
| Experience using standard office equipment and computers. | Required |
| Experience with the administrative functions of a research university. Demonstrated experience with the UCR Financial Systems. | Preferred |
License Requirements
| License | Requirement |
|---|---|
| Must possess or obtain a Valid CA Driver License in accordance with the California Department of Motor Vehicles, if driving a university/personal vehicle for University-related business. | Required |
Certification Requirements
| Certification | Requirement |
|---|
Educational Condition Requirements
| Condition | Requirement |
|---|
Key Responsibilities
| Description | % Time |
|---|---|
| Under the general supervision of UCR?s program manager and based on policy and procedures manual, the incumbent will coordinate personnel for a full range of Referee Call Support duties. This will include supervising personnel to ensure that Call Support operations encompass the following: prompt and courteous telephone assistance to callers, answering, screening and triaging of a high volume of incoming calls, addressing complaints, addressing Referee-related issues that may come up on calls, addressing basic regulatory policies related to the HD I/M program, register each call and caller information, keeping a record system of the daily calls and requests, providing clear and courteous instructions to the caller on where the appointment was scheduled and what documents to bring to the appointment, assisting with reminder calls, retrieving and addressing voice messages in a timely fashion, scheduling/rescheduling/canceling vehicle owner/driver appointments at the request of the caller, and protecting callers? confidentiality. | 65 |
| Coordinate efforts to contribute to the efficient day-to-day operations and a positive vehicle owner/driver experience with the Referee Call Support representatives. | 15 |
| Assist the program manager with a variety of administrative tasks. This could include, but would not be limited to, assisting with purchase orders, assisting with travel, assisting with overall program planning and scheduling, and other duties as assigned by supervisor. | 10 |
| Maintain office inventory and equipment by checking stock to determine inventory level, anticipating needed supplies, placing and expediting orders for supplies, verifying receipt of supplies, scheduling equipment service and repairs. | 10 |
Knowledge, Skills & Abilities
| Knowledge/Skill/Ability | Requirement |
|---|---|
| Must possess the skill, knowledge and ability essential to the successful performance of assigned duties. | Required |
| Strong oral and written communication skills to effectively communicate with vehicle owners/drivers of varying ages and multicultural backgrounds. Excellent customer service and strong interpersonal skills. Must demonstrate customer service skills appropriate to the job. | Required |
| Ability to recognize and handle customer complaints in a professional and courteous manner. | Required |
| Ability to maintain a work pace appropriate to the workload and ability to work well in a constantly changing environment. | Required |
| Ability to perform tasks with frequent interruptions. | Required |
| Bilingual skills in English and Spanish and/or English and Punjabi | Preferred |
Special Requirements & Conditions
| Special Condition | Requirement |
|---|
Other Special Requirements & Conditions
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Level of Supervision Received
| General Supervision |
Environment
Working Environment
| Off-campus research facility |
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 |