General Information
| Job Description | ADMIN OFCR 2 CX | Working Title | Administrative Coordinator |
|---|---|---|---|
| Job Code | 004263 | Grade | |
| Department Name | Transportation & Parking Svcs - D01121 | Department Head | Irma Henderson |
| Supervisor | Irma Henderson | Effective Date | 05/06/2024 |
Position(s) Directly Supervised
| Job Code | Title | FTE |
|---|
Department Custom Scope
| Under the direction of the Transportation Services Director, the Administrative Coordinator provides critical support to the director and staff of Transportation Services. Oversees and facilitates the completion of a wide variety of complex and priority special projects that arise across the division with a focus on providing excellent customer service, using knowledge of campus operations, and employing relevant campus policies and procedures. Maintain a professional, organized, open and positive work environment reflective of the division?s priorities and management style. Maintain the highest level of tact, confidence, and discretion while working under the pressure of changing priorities, unanticipated urgent demands, and multiple tasks and projects with competing deadlines. Independently collect, analyze and use information as necessary to respond to confidential, urgent and/or politically sensitive issues. Interacts with officials, representatives and individuals from the campus, other University of California campuses, the city, the county, and a variety of off-campus organizations and interests. |
Education & Experience Requirements
Education Requirements
| Degree | Requirement |
|---|---|
| Bachelor's degree in related area and/or equivalent experience/training. | Required |
Experience Requirements
| Experience | Requirement |
|---|---|
| 2 - 4 years of related experience. | Required |
| Experience prioritizing assignments to complete work in a timely manner under the pressure of deadlines and interruptions. | Required |
| Experience in scheduling and coordinating with workgroups across multiple departments and/or organizations. | Required |
| Administrative support experience, including strong organizational skills and ability to exercise independent judgment, and the ability to discern when action of a higher level is required. | Required |
| Experience in an administrative and customer service role at a higher education institution. | Preferred |
| Experience in working with transportation, parking and/or fleet management software. | Preferred |
| Experience and/or knowledge of UC systems, policies, procedures and regulations. | Preferred |
License Requirements
Certification Requirements
| Certification | Requirement |
|---|
Educational Condition Requirements
| Condition | Requirement |
|---|
Key Responsibilities
| Description | % Time |
|---|---|
| Administers a defined operational program or activities which may include some of the following functions: finance, facilities, payroll, space planning, student services, human resources, communications, informational technology or safety. - Administrative Operations: Provides administrative and operational support to Transportation Services leadership and related work groups. Maintains calendars, coordinates meetings, manages briefing and background materials. Serve as a back up to Transportation Services Customer Service units by answering and direct all incoming calls on the department's general phone line, assist visitors and university employees with information and directions and performing other general customer service transactions. - Purchasing Support: Acts as the Department Card Administrator and back up for the purchase of a wide variety of products for Transportation Services units. Ensures the reconciliation of Procurement Card charges with the financial transaction detail report by matching invoices, receipts and packing slips within 30 days after report is provided; Monitors all items that have been charged have been received and inspected within ten working days; Transacts the redistribution of funds to the appropriate COA(s) is/are made within 60 days of posting; Assure accuracy of purchasing logs for all ordering activity ensuring appropriate use. - HR Support: Develops and maintains an efficient processing, tracking and record-keeping system to ensure accurate and timely reporting for training programs. Coordinates with Human Resources to ensure training offerings and participation is aligned with the system wide Learning Management System (LMS); Collaborates with Auxiliary Finance and Business Operations on the tracking and use of vacation and sick time accruals, onboarding and off-boarding of career staff, and updating of department personnel files. Maintains and updates department DMV pull records for Transportation Services drivers. | 40 |
| Functions as a resource on issues such as researching complex financial discrepancies, escalated customer service problems and vendor concerns. - Revenue Management: In collaboration with Auxiliary Services Financial Analyst and department?s Business Systems Analyst, verifies multiple financial transactions to ensure accurate processing of permit sales, GROWL accounts, cash and credit receipts, recharge, web-based payments. Analyzes interdepartmental billing and ensures reconciliation is performed on a monthly basis. Ensures the accuracy of electronic payment settlements. Initiates systems records and account transfers; verifies accuracy of data transfers. Analyzes and identifies any discrepancies; makes recommendations for resolution. Ensures compliance and accuracy of financial transactions; permit sales, cash and credit receipts, web-based payments, interdepartmental billing and reconciliation. Achieves financial objectives by preparing routine and periodic reports as necessary. Accounting Related Communications: Advises and resolves questions from university personnel and vendors regarding the parking permit and accounting discrepancies. Composes, drafts, edits, and finalizes correspondence when needed to provide or request additional information, corrects discrepancies, or explains procedures using word processing applications such as Microsoft Word or email. | 30 |
| Gathers and analyzes financial and other resource data; prepares reports or analyses of operational activities, evaluates current and proposed services, etc. - Provide key operational information required for analysis and decision-making on a timely basis using various UC online systems, software applications, and other sources of information. Prepare reports for distribution to staff and senior leadership. Maintain Excel databases to build a historical record for use in trend analysis. | 20 |
| Participates in the development and revision of standard operating procedures and guidelines. - Participates in the development and implementation of the unit's mission, goals, and strategic planning. Assists in the review of operations and serves to identify operational efficiencies and integrate "best practices". Coordinates and/or participates in special projects and assignments, the scope of which may extend beyond day-to-day operations | 10 |
Knowledge, Skills & Abilities
| Knowledge/Skill/Ability | Requirement |
|---|---|
| Knowledge of customer service principles and skill working in a successful customer service oriented environment resulting the in ability to assume the customer's perspective. | Required |
| Demonstrated skill in maintaining proprietary and confidential information; ability to utilize discretion, diplomacy and tact. | Required |
| Demonstrated skills in administrative functions such as maintaining complex calendars, organizing meetings, events and conferences, drafting various forms of correspondence, preparing reports and presentation materials, and answering phones in a professional manner. | Required |
| Skill in developing and maintaining effective, professional working relationships with customers, students, staff, vendors and visitors. | Required |
| Organizational skills to work effectively and independently in a strong service environment with frequently changing priorities and tight deadlines, with the ability to respond to multiple issues and directives from multiple sources. | Required |
| Demonstrated effective communication skills, including active listening to minimize miscommunications; the ability to interact with tact and diplomacy with a wide range of division personnel, campus customers, vendors and contractors, local government employees and officials, and other prominent members of the local community. | Required |
| Familiarity with UC/UCR policies and procedures. | Preferred |
| Knowledge of UCR accounting processes and financial systems | Preferred |
Special Requirements & Conditions
| Special Condition | Requirement |
|---|---|
| Hired candidate must successfully pass a background check. | Required |
Other Special Requirements & Conditions
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Level of Supervision Received
| 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 |