General Information
| Job Description | BLANK AST 3 | Working Title | Administrative Assistant, Office of the Dean |
|---|---|---|---|
| Job Code | 004722 | Grade | |
| Department Name | BUS Infrast Admin Prgm Srv Sup - D01039 | Department Head | Yunzeng Wang |
| Supervisor | Ana Kafie | Effective Date | 04/19/2023 |
Position(s) Directly Supervised
| Job Code | Title | FTE |
|---|
Department Custom Scope
| This position is does not offer remote modality but in campus presence. Under the general supervision of the Director of Academic Personnel & Human Resources (AP/HR), the incumbent is responsible for providing customer service, and general operational support to the faculty and administrative staff in the Business Dean's Office. The incumbent will be responsible for processing general transactions such as work orders and recharge orders. Recharge orders will include parking services and coordinating printing & reprographics and mail services. The Administrative Assistant will also provide support for a variety of AP/HR departmental functions. The incumbent will assist travel and accommodation arrangements for staff and faculty recruitment candidates and seminar speakers, assist with collecting instructor office hours, requesting copies of course syllabus, prepare material for classroom observations, maintain teaching evaluations of the instructors. The incumbent will support recruitment efforts such as: ad postings, long list/short list review, managing campus visits, and supporting travel and reimbursement request in a limit capacity. Applicants must have current work authorization when accepting a UCR staff position. Currently, we are unable to sponsor or take over sponsorship of an employment Visa for staff. The full salary range for the Administrative Assistant is $27.29 - $39.12 per hour. The budgeted salary range is up $35.01 per hour. We base salary offers on a variety of considerations, such as education, licensure and certifications, experience, and other business and organizational needs. 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 ten weeks after their first date of employment. |
Education & Experience Requirements
Education Requirements
| Degree | Requirement |
|---|---|
| Bachelor's degree in related area and/or eqivalent | Required |
Experience Requirements
| Experience | Requirement |
|---|---|
| 4 years of experience working in an administrative and customer service role | Required |
License Requirements
Certification Requirements
| Certification | Requirement |
|---|
Educational Condition Requirements
| Condition | Requirement |
|---|
Key Responsibilities
| Description | % Time |
|---|---|
| Administrative Support to Dean's Office: Serves as primary receptionist for the Office of the Dean; greets visitors and provides general information, and directions and answers questions; arranges for visitor parking permits; answers incoming telephone calls on the general phone line. Receive, distribute, and redirect all incoming items, including U.S. mail, intercampus mail, and deliveries. Log deliveries and organize pick-up options for faculty and staff. Ship packages using appropriate methods of shipment such as Fed Ex, UPS, USPS, or inter-campus mail. Prepare shipping forms and coordinate pickup with vendor(s). Responsible for ordering supplies for copy machine and printers to ensure supply levels and equipment is properly maintained. Report quarterly copier meter readings, as needed. Process requests for the reproduction of course syllabi, exams, teaching materials, etc. via Printing and Reprographics. Process recharge requests for parking services, mail, P&R work order, and facilities work orders. Maintain inventory of office supplies and coordinate with Purchasing Specialist for placing supply orders. Receive and verify supply orders for accuracy. Responsible for maintaining and scheduling calendar for conference rooms and Dean's guest parking requests. | 35 |
| Administrative Support to Academic Personnel: Compile documentation and information required for academic recruitments; support unit by uploading documentation to the APRecruit system to ensure compliance with policy and procedure. Assist with ad postings and advertisements for record keeping. Assist search committee with candidate campus visits; create itineraries, create, and distribute recruitment presentation/seminar ad announcements. Coordinates travel and accommodation arrangements for academic recruitment candidates, such as managing lodging and transportation, and support with the conclusion of campus visits (reimbursements: airfare, meals, parking, rental car expenses, if applicable) Support AP/HR unit on the relocation of new Ladder Rank faculty and any other needs as requested during the hiring process. Support in maintaining documents/spreadsheets related to academic course assignments and for Unit 18 faculty and ladder rank faculty. Assist with the collection, archiving of documentation, and tracking of the academic review and assessment processes for Unit 18 faculty. Assist with collecting and archiving teaching evaluations and assist with gathering materials for classroom visitations for Unit 18 faculty. Assist with data collection and maintaining reports for Academic Student Employee (ASE) assignments. Support processing and printing of office hours for faulty. Aide Director of AP/HR with special projects as needed. | 30 |
| Administrative Support to Human Resources: Assist with student recruitment efforts for the school?s programs offices via Handshake. Participates in HR weekly meetings to ensure tasks are completed and are met in a timely manner. Assist with staff recruitment efforts; sourcing-work with vendors to manage/create ad postings; data collection-maintain record of ad proofs, upload documentation to iRecruit for compliance of policy and procedures. Assist with reviewing long lists/short lists. Assist with scheduling candidate interviews (campus interviews and/or virtual interviews); coordinate via email and/or phone campus visits, create recruitment itineraries; coordinate search committee schedules and internal/external stakeholders for availability for campus visits. Arrange calendar invitations to search committee members via MS Outlook and supply them with additional paperwork, if necessary. Prepare and distribute to the search committee members each candidate?s application materials and interview questions. Scan and file documentation to employee's electronic and/or physical personnel file(s). Contribute to the development and evaluation of policy and procedures. Recommends organizational or procedural changes impacting administrative support activities. Perform a wide variety of complex and confidential duties, as assigned. | 25 |
| General Support-Other: Assists with event planning of various related initiatives such as but not limited to serving on planning committees and inventory in-house supplies for Business events. Work on special projects as requested by the Dean and/or Assistant Dean and CFAO. Assist Executive Management with administrative support as needed. General support to the financial unit (filing/data entry), backup for travel, and reimbursement as needed. Support Financial Analyst with key distribution including maintenance of key log. Performs other duties as assigned. | 10 |
Knowledge, Skills & Abilities
| Knowledge/Skill/Ability | Requirement |
|---|---|
| Skill to provide superior, front line customer service in a fast-pace, multi-lingual, and culturally diverse enviorment | Required |
| Ability to independently organize and prioritize assignments to meet critical and/or overlapping deadlines while subject to significant interruptions, heavy foot traffic, changing priorities, and fluctuating workloads. | Required |
| Demonstrate ability to interact professionally with diplomacy, patience, and courtesy with diverse groups; ability to establish and maintain effective and cooperative working relationships. | Required |
| Excellent oral and written communication skills. Demonstrate ability to interact and work effectively as a team player. | Required |
| Demonstrate skill in using personal computer and applications such as Microsoft Office (Word, Excel, Microsoft Teams, One Drive, Outlook, PowerPoint, SharePoint) | Required |
| Experience with maintaining high levels of confidentiality, attention to detail, and accuracy in all areas of responsibility. | Required |
| Experience with UCR systems and applications (iRecruit, APRecruit, Concur,P&R Work Order, ServiceNow-recharges) | Preferred |
| Administrative Assistant experience in a University or higher education enviorment | Preferred |
| Knowledge of Univeristy of California policies and procedures | Preferred |
Special Requirements & Conditions
| Special Condition | Requirement |
|---|---|
| Occasional travel for university related business meetings, conferences and/or professional development. | Required |
| Valid Drivers License | Required |
| Travel | Required |
Other Special Requirements & Conditions
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Level of Supervision Received
| General Direction |
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 |