Oversees and ensures the daily administrative operations run smoothly for the executive's office.
- Provide executive support to the Assistant Vice Chancellor of Alumni Engagement including maintaining a complex calendar of appointments, conferences, and travel, coordinating all details. Make informed and necessary decisions for the coordination of meetings, conferences, retreats and events that involve the Chancellor, Vice Chancellors, faculty, board members, visitors, guests, associates and constituents. Provide administrative support to the Assistant Executive Director (AED).
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30 |
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Financial Analysis/Reporting/Reconciliation/Purchasing - Analyze data, forecast expenditures, develop and justify budgets. Advise coworkers and management
regarding issues related to division-wide administrative processes and communicate policy to staff. Initiate code and process daily cash/check/credit card deposits and
transport to the bank. Reconcile monthly credit card/daily deposits to bank statements and SAGE accounting system. Responsible for procurement process from the
initial departmental request to ensuring vendors are paid accurately and auditable records are maintained. Process travel/entertainment reimbursements for employees
and departmental vendor invoices ensuring adherence to policy and procedures. Exercise independent judgment and work with employees seeking reimbursements to
ensure adherence to university policy. Maintain an organized accounting/filing system to ensure all payments are submitted in a timely manner and processed.
Reconcile monthly financial transaction details to university ledgers. Follow up on returned checks, credit card transactions, and refunds. Maintain appropriate working
relationships with UA Administrative Services, accounting, and other campus service units (telecommunications, parking, IT, facilities management, and printing) to
facilitate efficient handling of Alumni administrative activities and serve as a resource to the department for procurement of services. Inventory, organize, maintain and
order adequate levels of office supplies.
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25 |
Participates in the development and implementation of efficient and effective systems for managing information, projects and communications to ensure accurate and timely responses.
- Assist in the production of meetings and events, including but not limited to room reservations, catering services, audio-visual requirements, set-up, collection of agenda items, note-taking, follow-up, etc. to include planning the UCR Alumni Association Board of Directors annual retreat and meetings. Prepare meeting materials, update rosters, and transcribe accurate meeting minutes at the quarterly meetings.
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15 |
Implements related business processes.
- Using the donor management database, enter contact reports, update and extract board member and donor profiles, and request reports. Update University Advancement database. Train and supervise the Alumni Services Coordinator and serve as backup to the Alumni Programs Coordinator.
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15 |
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Functions as the gatekeeper, understanding the requirements of the executive, in order to prioritize issues according to urgency and to allocate time for scheduled events, travel and meetings.
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5 |
Handles the details of a variety of matters on behalf of the executive.
- Serve as liaison to the Office of the Vice Chancellor for University Advancement, the Chancellor's office, and other appropriate executives as needed. Work closely
with departmental counterparts and key administrative staff in Advancement to maintain effective communications and interpersonal relations. Accomplish special
projects as assigned.
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5 |
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Manage all administrative aspects of the donor recognition thank you letters and acknowledgments. Resolve payment discrepancies with constituents. Respond to
customer service requests including, but not limited to: membership card replacement, proof of membership, and as needed serve as the point of contact for
membership questions.
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5 |
