General Information
| Job Description | BLANK AST 3 | Working Title | Administrative Assistant III |
|---|---|---|---|
| Job Code | 004722 | Grade | |
| Department Name | EMN Administration - D01254 | Department Head | Sherice Underwood |
| Supervisor | Paige Mejia | Effective Date | 04/03/2023 |
Position(s) Directly Supervised
| Job Code | Title | FTE |
|---|
Department Custom Scope
| EMN Administration is looking for a highly organized, detail-oriented Administrative Assistant III to join our team. As part of the EMN Administrative Unit, the Administrative Assistant III serves as an assistant for a large unit with multiple entities (including the Department of Evolution, Ecology & Organismal Biology and Department of Molecular, Cell & Systems Biology; the Natural Reserve System; the Stem Cell Center and an Undergraduate Program and two Graduate Programs). The AAIII must perform various administrative and office support activities in a high-volume, fast-paced environment. The Administrative Assistant III performs general administrative and accounting duties coordinating and assisting the Procurement Supervisor, including processing order requests, travel and entertainment reimbursements, and multiple recharge using web-based applications. Also assists with seminar duties, mail distribution, answering phones, greeting and directing visitors, and other miscellaneous administrative duties for over 250 faculty, staff, and students and general assistance to EMN's Department Chairs. The position is responsible for adherence to UC Policies and Procedures applicable to these functions. |
Education & Experience Requirements
Education Requirements
| Degree | Requirement |
|---|---|
| Five (5) years of related experience in office administration, or a Bachelor's degree and (1) year of experience, or an equivalent combination of education and experience. | Required |
Experience Requirements
| Experience | Requirement |
|---|---|
| Demonstrated experience working for an institution of higher education. | Preferred |
| Minimum of 4 years of experience in an office environment providing administrative support | Preferred |
License Requirements
Certification Requirements
| Certification | Requirement |
|---|
Educational Condition Requirements
| Condition | Requirement |
|---|
Key Responsibilities
| Description | % Time |
|---|---|
| PURCHASING Works in conjunction with Unit Procurement Analyst to process all purchase requests for departments serviced by the EMN Administrative Unit. Verifies proper funding source, dollar availability, and signature authority for each request. Obtains financial approval of funding source from analysts, and/or FOM, and/or FAO for all transactions. Determines purchase type (DAPOs under $5000 or Requisition $5000+) and processes accordingly. Conducts research and solicits quotes from contract and non-contract vendors to obtain the best source, price, quality, availability, delivery etc. Researches discrepancies and follows up with vendors, service departments, UCR's Procurement Services department and the UCR Accounting Office on late or incomplete shipments, returned and/or damaged items, and outstanding credits owed to the unit etc. Reviews and requests authorization for invoice payment approval, and other related Accounts Payable issues. Utilizes campus procurement (ProCard) card for appropriate purchases with strict adherence to ProCard policies. Provides all backup documentation for each ProCard purchase to the departmental card administrator for monthly review/reconciling. Processes web recharges. Directs student assistants to perform minor purchasing duties. | 50 |
| TRAVEL, HONORARIA AND ENTERTAINMENT SUPPORT Operates as one of the travel experts for the EMN Administrative Unit. Oversees all travel and accommodation arrangements for all non-senate academic and faculty recruitments. Process Faculty Relocation requests. Prepares unique, complex international travel advances/arrangements and subsequent reporting as determined by guidelines developed by the EMN Administrative Unit, UCR Accounting Office and Material Management. Tracks and ensures travel advances are cleared. Collaborates with the Administrative Assistant II to prepare travel expense reports via concur and process travel-related purchase orders (including airfare, shuttles, accommodations etc.) for all UCR faculty, staff and students, and visiting faculty/students/etc. in that position's areas of responsibility. Ensures compliance with immigration regulations for foreign travelers who are not U.S. citizens and request travel reimbursement. Processes Honoraria payments via ePay as applicable for seminar speakers in accordance with UC and EMN Unit guidelines. Prepares ePay reimbursements for entertainment and non-entertainment expenses and ensures expenditures do not exceed the EMN Administrative Unit and UC policy maximum rates. Processes purchase orders for entertainment expenses and complete Alcohol permits as needed. Prepares approval memos to College of Natural & Agricultural Science Dean's office and ensures approval is received. Identifies the need for and prepares requests for exception to policy for travel and entertainment reimbursements as necessary, and attached required documentation for approval. | 30 |
| GENERAL ADMINISTRATIVE AND CHAIR SUPPORT Attends Faculty meetings and various events to provide administrative support. Records and types minutes and creates voting ballots as requested by department Chairs. Supplies refreshments, set-up and clean-up as needed for meetings. Assists with Faculty recruitment Responsible for key and fob maintenance and distribution. Verifies laboratory safety requirements are met, assigns keys and coordinates with the campus Lock Shop to activate fobs as appropriate. Submits photocopy requests to Printing and Reprographics as requested by faculty and instructors. Assigns copy codes for department copiers. Oversees general front desk/reception duties. Oversees creation and distribution of weekly seminar announcements and related duties for multiple departments and programs. Serve as Petty Cash Custodian for Departmental or Faculty Funds as assigned. Responsible for equipment inventory Other miscellaneous duties that arise | 20 |
Knowledge, Skills & Abilities
| Knowledge/Skill/Ability | Requirement |
|---|---|
| Demonstrated skills in analyzing information, problems, situations, practices or procedures to define problems or objectives. Identify solution, and independently act towards solving problem(s). | Required |
| Demonstrated skill in proofreading materials to recognize and correct errors in spelling, grammar, punctuation, and conformance to established standards and guidelines. | Required |
| Demonstrated skill in interpreting policy and procedures as related to position and keeping others informed of the policy and procedure. | Required |
| Demonstrated ability to interact professionally with diplomacy, patience and courtesy with diverse groups; ability to establish and maintain effective and cooperative working relationships. | Required |
| Demonstrated ability to set up and maintain filing/records system. | Required |
| Demonstrated skill in working independently and following through on assignments with minimal supervision; work effectively with frequent interruptions; meet schedules and deadlines. | Required |
| Demonstrated skill in using personal computer and applications, Microsoft Office applications (Word, Excel, Access, and Power Point) and desktop publishing applications such as Adobe PageMaker, Photoshop, Acrobat, Microsoft Publisher, etc. | Required |
| Demonstrated ability to maintain confidentiality of information and records and excellent oral and written communications skills. | Required |
| Demonstrated skill in prioritizing assignments to complete work in a timely and accurate manner under pressure of deadlines, interruptions, and competing priorities and requirements. Ability to work successfully on multiple tasks simultaneously and adjusts priorities quickly. Excellent organizational skills. | Required |
| Knowledge of University of California financial structure, processes, documents, and systems. | Preferred |
| Knowledge of UCR travel and entertainment policies and experience preparing travel vouchers using concur system. | Preferred |
| Working knowledge of commonly used accounting principles and applications. Skill in preparing and maintaining financial information and records. Demonstrated skills to develop spreadsheets and databases. | Preferred |
| Skilled in taking minutes during meetings | 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 |