General Information
| Job Description | BLANK AST 2 | Working Title | Administrative Assistant |
|---|---|---|---|
| Job Code | 004723 | Grade | |
| Department Name | Mechanical Engineering - D01006 | Department Head | Guanshui Xu |
| Supervisor | Malina Revett | Effective Date | 04/11/2023 |
Position(s) Directly Supervised
| Job Code | Title | FTE |
|---|
Department Custom Scope
| Under general supervision of the ME/MSE/MSOL FAO, employee is responsible for providing analytical, event, procurement, travel, and other support to the ME Department and MSE and MSOL programs, including their faculty, research personnel, students, and staff. This includes but is not limited to providing service to the Graduate Student Affairs staff, the research and analysis of data, events management, colloquium and seminar coordination, processing purchasing and travel requests, the preparation of reports as required, assist with ABET accreditation matters, and other administrative duties. |
Education & Experience Requirements
Education Requirements
| Degree | Requirement |
|---|---|
| Bachelor's degree in business administration or related field. | Preferred |
| Associates degree | Preferred |
| High school diploma or equivalent | Required |
Experience Requirements
| Experience | Requirement |
|---|---|
| Experience working for an institution of higher education | Required |
| Demonstrated experience working independently with minimal direction, as well as cooperatively in a team situation. | Required |
| Minimum 3-5 years related experience or an equivalent combination of education and experience. | Required |
License Requirements
Certification Requirements
| Certification | Requirement |
|---|
Educational Condition Requirements
| Condition | Requirement |
|---|
Key Responsibilities
| Description | % Time |
|---|---|
| Prepare electronic travel reimbursement (Concur) and entertainment reimbursement (ePay) vouchers, ensuring compliance with UC policies and procedures for all faculty, staff, students, visiting scientists, and prospective graduate students. | 20 |
| Responsible for processing reimbursements and invoices through using ePay, and submitting vendor and subcontract invoices to Accounting in accordance with established departmental, BCOE, and UC policies and procedures. General Ledger - Research, reconcile, and release encumbrances on a monthly basis. | 20 |
| Coordinate departmental events related to the graduate program for both departments, including seminars, colloquia, orientation, open house, graduate student association events, faculty recruitment, etc. Coordinates the travel for visitors and guests related to events and process reimbursements/entertainment requests according to university policy and procedures. | 20 |
| Assists higher level professionals in preparing admissions material for review. Assist the Student Affairs Officers with gathering all necessary admissions materials for review on a timely manner. | 15 |
| Other duties as assigned | 10 |
| Update eBuy purchasing system to reflect actual receipt of goods, and redistribute packages to end users based on order identification. Provide security for incoming equipment and materials, and ensure proper storage of research materials until end user takes possession of property. | 10 |
| Responsible for maintaining scheduling calendar for conference rooms. Ensure mail is distributed on a daily basis in a timely manner. Maintain mailboxes for all staff, students and faculty. Distribute keys to employee and visitors according to departmental guidelines (verify completion of lab safety training and approval from Chair for undergraduate students.) Maintain an inventory of keys and update the key database. | 5 |
Knowledge, Skills & Abilities
| Knowledge/Skill/Ability | Requirement |
|---|---|
| Ability to make appropriate decisions following established policies and procedures. | Required |
| Ability to function independently and take responsibility for results; organize workload with close attention to detail, manage multiple tasks and timelines. | Required |
| Demonstrated ability and experience in providing quality customer service. | Required |
| Ability to work as a team player and establish and maintain cooperative working relationships. | Required |
| Demonstrated ability to interact with diverse and controversial issues and people in a professional and amiable manner. | Required |
| Excellent oral and written communication skills, including the ability to compose business correspondence, edit and use correct spelling, punctuation and grammar. Skill in communicating effectively and professionally using tact and diplomacy. | Required |
| Skill in independently researching questions and making appropriate contacts when problem solving. Demonstrated ability to determine and locate relevant and reliable sources for the collection of information and data. | Required |
| Demonstrated knowledge and skill of concepts and practices of event planning, including the ability to effectively work with invited guests. | Required |
| Knowledge of University policies and procedures related to procurement practices, equipment management, general accounting practices, account reconciliation, travel and entertainment reimbursement, and Internal Audit policies and procedures | Preferred |
| Management skills to plan, coordinate, and direct numerous complex activities with competing deadlines and interruptions in a fast-paced environment. | Preferred |
| Demonstrated time management and organizational skills with the ability to work quickly, accurately, and maintain records with strict attention to detail. Ability to set priorities and use initiative organizing and handling a heavy workload. | Preferred |
| Knowledge of University of California policies and procedures. | Preferred |
| Working knowledge of UCR's on-line applications and service requests systems | Preferred |
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 |