General Information
| Job Description | BLANK AST 3 | Working Title | Travel & Purchasing Assistant |
|---|---|---|---|
| Job Code | 004722 | Grade | |
| Department Name | BEES Administrative Unit Dept - D01277 | Department Head | Deborah Terao |
| Supervisor | Amber Rhemrev | Effective Date |
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 Purchasing & Travel Assistant will function as the Purchasing Assistant & Travel Coordinator with primary responsibility for Botanic Gardens, Environmental Sciences, and the BEES Administrative Unit. The Assistant is responsible for the procurement of standard items and a wide variety of complex and unique items for wet and dry labs; the submission of a variety of on-campus service requests; and the coordination of equipment repair & maintenance orders. The Assistant is also responsible for making travel arrangements for faculty, students, and department visitors and processing reimbursement requests for both travel and entertainment. The incumbent ensures adequate follow-up on all requests related to purchasing, travel & entertainment, work orders, Accounts Receivable billing, and returns for credit. The successful incumbent will take ownership of assigned duties as demonstrated by independently shepherding transactions to a successful conclusion; will work quickly but accurately; will interact with a very diverse set of customers; and will function as a knowledgeable department resource. |
Education & Experience Requirements
Education Requirements
| Degree | Requirement |
|---|---|
| Education and/or experience equivalent to a Bachelor's Degree in a related field, and one (1) year of administrative experience. | Required |
Experience Requirements
| Experience | Requirement |
|---|---|
| Minimum of 5 years experience or an equivalent of education and experience | Required |
| Experience working in an institution of higher education. | Preferred |
License Requirements
| License | Requirement |
|---|---|
| Valid Driver's License | Required |
Certification Requirements
| Certification | Requirement |
|---|
Educational Condition Requirements
| Condition | Requirement |
|---|
Key Responsibilities
| Description | % Time |
|---|---|
| Travel and Entertainment Reimbursement - Prepare all travel and entertainment reimbursement requests for the Botanic Gardens, Environmental Sciences, as well as the BEES Administrative Unit. Requests may be submitted by faculty, researchers, students, staff, and prospective students and other invited visitors. Travel reimbursements may include domestic and foreign travel. - Ensure compliance with appropriate UC and UCR policies, guidelines, and procedures while meeting the needs of our customers. Obtain receipts and other supporting documentation; provide currency conversion rates when necessary; and ensure expenditures do not exceed published maximum rates; identify the need for and obtain approval of policy exceptions. - Make travel arrangements for faculty, researchers, students, staff, and prospective students and other invited visitors. - Verify relevant funding source(s), funding availability, and signature authority for each request; obtain financial approval of funding source(s) from analysts, FOM, or FAO for all transactions. - Attend relevant users' group meetings and training sessions to maintain knowledge of changes in policies and procedures, as well as campus best practices. Share updates with faculty, staff, and students. -Responsible for filing all paper copies of reimbursement documentation and auditing in a six month rotation. - Provide backup support for Earth Sciences travel and entertainment requests. | 40 |
| Purchasing - Prepare all procurement and service requests for the Botanic Gardens, Environmental Sciences, as well as the BEES Administrative Unit. Requests may consist of standard items, (i.e. computers, furniture, office equipment and supplies, etc.), as well as a wide variety of complex and unique items such as inventorial and non-inventorial research equipment; lab supplies, gases, and chemicals for wet and dry labs; landscape materials; maintenance and other service contracts; electronic components; etc. - Ensure compliance with appropriate UC and UCR policies, guidelines, and procedures and determine appropriate purchasing method while meeting the needs of our customers. - Conduct research and solicit quotes from contract and non-contract vendors to obtain the best source, best price, best quality, best availability, and best delivery combination possible. - Verify relevant funding source(s), funding availability, and signature authority for each request; obtain financial approval of funding source(s) from analysts, FOM, or FAO for all transactions. - Prepare departmental Purchase Orders (POs) and submit Purchase Requisitions (PRs) to Central Purchasing; establish and monitor blanket Purchase Orders for equipment maintenance and other services. - Use web-based recharge system to submit requests for campus services, including Transportation and Parking Services, Printing and Reprographics, ScotSupply, Dining Services, Media Services, Mail Services, Facilities, Fleet Services, Information Technology Solutions, etc. | 35 |
| Purchasing cont. - Use UCR ProCard with strict adherence to ProCard policies and departmental procedures. Provide supporting documentation (i.e. appropriate approvals, quantity and price details, packing slips if available, etc.). Maintain log and reconcile bank statement to be audited monthly by Departmental Card Administrator. - Submit reimbursement requests for 'unauthorized purchases' . - Research discrepancies and follow up with vendors, service departments, UCR Central Purchasing, and UCR Accounting Office for late or incomplete shipments, returned or damaged items, and outstanding credits owed to the unit. - Run encumbrance reports on a regular basis; research encumbrances to verify status of order and/or payment; and take necessary action to close encumbrances. - Attend relevant users' group meetings and training sessions to maintain knowledge of changes in policies and procedures, as well as campus best practices. Share updates with faculty, staff, and students. - Provide backup support for Earth Sciences procurement and service requests. | 25 |
Knowledge, Skills & Abilities
| Knowledge/Skill/Ability | Requirement |
|---|---|
| Skill in utilizing a personal computer and office software applications such as Microsoft Excel, Word, and Outlook and demonstrated experience in accessing and retrieving data from on-line applications, purchasing, and financial systems; skill in maintaining accurate records with strict attention to detail. | Required |
| Ability to research and analyze information to formulate and implement solutions to problems. | Required |
| Ability to work independently with minimal direction; skill in prioritizing assignments to complete work in a timely, organized, and accurate manner under the pressures of deadlines, interruptions, distractions, and competing priorities and requirements. | Required |
| Strong interpersonal skills, service orientation, active listening, and effective verbal and written communication skills. Ability to maintain confidentiality. | Required |
| Experience scheduling complex meeting logistics and travel arrangements with attendees from multiple offices/locations; and experience interpreting, applying, and explaining policies and procedures related to travel, entertainment, general purchasing, and accounting. | Required |
| Knowledge of UC and UCR policies and procedures. | Preferred |
| Demonstrated knowledge of UC and UCR policies and procedures. | Preferred |
| Prior experience using UCR's online applications. | Preferred |
Special Requirements & Conditions
| Special Condition | Requirement |
|---|---|
| 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 |