General Information
| Job Description | BLANK AST 3 | Working Title | Procurement and Travel Assistant |
|---|---|---|---|
| Job Code | 004722 | Grade | |
| Department Name | SPP Deans Office Dept - D01313 | Department Head | Mark Long |
| Supervisor | Alison Rodriguez | Effective Date |
Position(s) Directly Supervised
| Job Code | Title | FTE |
|---|
Department Custom Scope
| Under the general direction of the Deputy Financial Administrative Officer, the Procurement and Travel Assistant provides procurement, travel, reimbursement, and administrative support to the School of Education (SOE) and School of Public Policy (SPP) as a member of the Business Operations shared services team. The incumbent processes procurement, travel, and reimbursement transactions in compliance with all UCR and UC policies and procedures as well as in compliance with funding restrictions. The incumbent consults with SOE and SPP financial and contracts and grants analysts to ensure all transactions are appropriate and allowable for fund sources. The incumbent provides guidance to student assistants or other staff members in the areas of travel and procurement. |
Education & Experience Requirements
Education Requirements
| Degree | Requirement |
|---|---|
| Minimum of 5 Years of related experience, or an equivalent combination of education and experience (e.g. AA+3, BA+1) | Required |
Experience Requirements
| Experience | Requirement |
|---|
License Requirements
Certification Requirements
| Certification | Requirement |
|---|
Educational Condition Requirements
| Condition | Requirement |
|---|
Key Responsibilities
| Description | % Time |
|---|---|
| Administers procurement, travel and reimbursement transactions for multiple fund sources. Consults management, principal investigators, financial analysts, and contracts and grants analysts on researching and preparing transactions. Serves as department procurement cardholder and petty cash fund custodian. Assists employee and non-employee travelers with travel planning and booking. | 35 |
| Determines need for general office equipment and supplies, including processing purchase orders and campus recharges for staff and faculty for all service and supply needs. | 25 |
| May analyze various office trends, including, but not limited to, travel and expense management. | 5 |
| Works with department management to update, review, and revise department's written materials to better communicate department's policies, procedures, and timelines for procurement and travel. | 5 |
| Provides administrative support to the SOE/SPP Business Operations and Research Administration shared services team. | 5 |
| Provides guidance to other administrative assistants on procurement and travel procedures, practices, and systems, and implementation of policies, including those which are particularly complex. | 5 |
| Coordinates conferences, meetings, and programs, including but not limited to, arranging catering, location, parking, and meeting materials. | 5 |
| Prepares correspondence and other written materials for department management and/or faculty requiring specialized knowledge of the subject matter, including but not limited to, exceptional approval memos, sponsorship letters, and training materials in the areas of procurement and travel. Edits and proofreads written materials for content consistency. | 5 |
| Works on sensitive issues, priorities, and protocols in adherence to department and university deadlines. | 5 |
| Applies somewhat complex Excel formulas, pivot tables, and similar functions. Compiles and assembles disparate spreadsheets using subject-matter knowledge of the material to ensure data results are consistent with the nature of the data. | 5 |
Knowledge, Skills & Abilities
| Knowledge/Skill/Ability | Requirement |
|---|---|
| Skill to independently draft letters and memos for signature or review by supervisor/manager, using correct spelling, grammar, punctuation, composition, text editing, and proofreading skills. | Required |
| Ability to create and maintain file systems for requests, in progress, pending and completed orders, including related documentation. | Required |
| Understanding of rights and responsibilities of buyers and sellers. | Required |
| Skill in interacting diplomatically with the public in a high volume, continuous public contact setting. | Required |
| Skill in listening, anticipating, and responding to the needs of customers to achieve excellent customer service measured by outcomes rather than activities. | Required |
| Demonstrated experience in accessing and retrieving data from financial systems using PC-based software (Microsoft Word, Excel, etc.) | Required |
| Ability to interpret, apply and explain policies, procedures, rules and regulations related to purchasing and accounting. | Required |
| Skill in identifying the customer's perspective and maintaining a commitment to excellence in customer service. | Required |
| Skill in organizing tasks, documents and materials with efficiency and accuracy. | Required |
| Skill in coordinating administrative activities by determining the time, place and sequence of actions to be taken. | Required |
| Skill in accurate record keeping with strict attention to detail. | Required |
| Skill in understanding and interpreting the department's policies and procedures to customers. | Required |
| Skill to independently draft correspondence pertaining to the operations, policies, and procedures of the functional area. | Required |
| Ability to research and analyze information to formulate/implement solutions and resolve discrepancies. | Required |
| Skill in communicating effectively and professionally using tact and diplomacy. | Required |
| Skill in computing ratios, rates, and percentages. | Required |
| Experience costing out goods/services. Ability to work with vendors to obtain price quotes, place orders, and coordinate return/exchange of damaged/incorrect goods. | Required |
| Ability to interact effectively with department staff as well as campus and outside community. | Required |
| Demonstrated comprehensive understanding of accounting (accounts payables, invoicing, memo-lien, encumbrance, etc.) | Required |
| Ability to work effectively as an individual, a team member, and with diverse groups. | Required |
| Experience within a customer service oriented environment responding to and meeting/exceeding the needs of the customer. | Required |
| Demonstrated experience with purchasing fundamentals, practice, and law in a professional office. | Required |
| Administrative experience in an office environment providing administrative support for staff and/or faculty. | Required |
| Familiarity with the UCR Bookstore, Library and other service departments' requirements (recharge processing). | Preferred |
| Knowledge of the applicable UCR and UC policies and procedures governing areas related to the responsibilities of the job. | Preferred |
| Demonstrated experience with Oracle Financials and/or Concur Travel and Expense. | Preferred |
| Experience using UCR on-line Purchasing and Travel programs. | Preferred |
Special Requirements & Conditions
| Special Condition | Requirement |
|---|---|
| Must be available during fiscal year closing held annually in June. | Required |
Other Special Requirements & Conditions
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Level of Supervision Received
| General Direction |
Environment
Working Environment
| Hybrid |
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 |