General Information
| Job Description | BLANK AST 3 | Working Title | BEES Administrative Assistant |
|---|---|---|---|
| Job Code | 004722 | Grade | |
| Department Name | BEES Administrative Unit - D01277 | Department Head | Deborah Terao |
| Supervisor | Amber Rhemrev | Effective Date | 05/15/2023 |
Position(s) Directly Supervised
| Job Code | Title | FTE |
|---|
Department Custom Scope
| The BEES Administrative Unit provides business services for a large and complex operation encompassing extensive teaching, research, and outreach components for the Botanic Gardens, Earth & Planetary Sciences, and Environmental Sciences in the College of Natural and Agricultural Sciences (CNAS). In addition, BEES supports the UCR employees and campus purchases of the USDA Salinity Laboratory and provides conference management support for all units within CNAS. The BEES Administrative Assistant will manage access to buildings, labs, and offices, update room assignments, and oversee room reservation calendars; will perform general administrative duties; will create and maintain departmental forms and data repositories using Microsoft Office and Google applications; will provide basic technical support for Audio/Video equipment; will oversee shipping & receiving, mail distribution, and maintain email lists; will manage departmental website content and social media accounts; and will provide oversight of building safety. |
Education & Experience Requirements
Education Requirements
| Degree | Requirement |
|---|---|
| High School diploma or GED | Required |
| Associate degree in a related field and/or equivalent work experience. | Preferred |
Experience Requirements
| Experience | Requirement |
|---|---|
| Minimum of 5 years of experience in an administrative office or an equivalent combination of education and experience. | Required |
| Minimum of 5 years demonstrated computer proficiency in Microsoft Office and Google applications. | Required |
| Previous work experience in an institution of higher education. | Preferred |
| Demonstrated experience managing web content and social media. | Required |
| Demostrated experience providing basic support for Audio/Video equipment. | Preferred |
License Requirements
| License | Requirement |
|---|---|
| Valid Drivers License | Required |
Certification Requirements
| Certification | Requirement |
|---|
Educational Condition Requirements
| Condition | Requirement |
|---|
Key Responsibilities
| Description | % Time |
|---|---|
| Issue physical keys, key fobs, electronic access, and/or alarm codes for Geology, Science Lab 1, Pierce Hall, Botanic Gardens, Gate 9, and Earth & Planetary Sciences vehicles. Obtain appropriate approvals before issuance and ensure timely return/de-activation. Maintain accurate and current key records in departmental database. Update room assignments in UCR's Facilities Management System (FMS) and submit biannual space surveys. Manage multiple vehicle and room reservation calendars using UCR's Facilities Reservation System and/or Google calendars. | 30 |
| Perform general administrative duties. Create and maintain departmental forms and data repositories using Microsoft Office and Google applications. Replenish office and instructional supplies and stock departmental copiers. Distribute weekly seminar announcements. Provide basic technical support for Audio/Video equipment in classrooms and conference rooms. Maintain mandatory postings for employees. Answer the main phone line for Environmental Sciences and Earth & Planetary Sciences, and field questions or re-direct as appropriate. Complete special projects and other duties as assigned by Financial Services Supervisor or Financial & Administrative Officer. | 25 |
| Record the receipt of incoming packages via UCR's purchasing application and departmental receiving log. Handle outgoing shipments through USPS, FedEx, UPS, etc. Create, maintain, and utilize departmental email distribution lists. | 20 |
| Manage and update content on departmental websites and social media accounts. Assist with updates to faculty profiles, graduate student profiles, research group websites, outreach activities, department directories, faculty job opportunities, and student internships. | 20 |
| Provide oversight of building safety. Serve as the Building Supervisor for Emergency Conditions (BSEC). Disseminate information about building safety and evacuation procedures. Liaise with the Fire Marshall's Office as needed. | 5 |
Knowledge, Skills & Abilities
| Knowledge/Skill/Ability | Requirement |
|---|---|
| Demonstrated skill in accurate record keeping with strict attention to detail. | Required |
| Demonstrated ability to work independently with minimal direction, as well as cooperatively in a team situation. | Required |
| Demonstrated interpersonal skills to effectively communicate and interact professionally with faculty, students, researchers, colleagues, donors, visitors, and members of the general public. | Required |
| Demonstrated time management and strong organizational skills, with the ability to prioritize a heavy workload within conflicting, established deadlines. | Required |
| Ability to stand, stoop, and lift up to 25 lbs; ability to walk frequently; less than 50% of the job is sedentary in front of a computer. | Required |
| Demonstrated knowledge of UC and UCR policies and procedures. | Preferred |
Special Requirements & Conditions
| Special Condition | Requirement |
|---|---|
| Public Driving Record | Required |
| Overtime | Required |
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 |