General Information
| Job Description | BLANK AST 3 | Working Title | Travel and Chair's Assistant |
|---|---|---|---|
| Job Code | 004722 | Grade | |
| Department Name | Entomology Dept - D01048 | Department Head | Wendi Tapia |
| Supervisor | William Sutton | Effective Date | 04/08/2024 |
Position(s) Directly Supervised
| Job Code | Title | FTE |
|---|
Department Custom Scope
| Under the general direction of the Procurement Supervisor for the Department of Entomology, independently prepares travel vouchers and entertainment reimbursements while assuring adherence to associated policies and procedures. Serve as backup for all receiving functions for department deliveries. Serve as secondary department petty cash custodian. Provide support to Dept Chair as needed for day-to-day operations. |
Education & Experience Requirements
Education Requirements
Experience Requirements
| Experience | Requirement |
|---|---|
| Minimum of 5 years experience or an equivalent of education and experience | Required |
License Requirements
| License | Requirement |
|---|---|
| Valid driver license. | Required |
Certification Requirements
| Certification | Requirement |
|---|
Educational Condition Requirements
| Condition | Requirement |
|---|
Key Responsibilities
| Description | % Time |
|---|---|
| Primary Travel Coordinator. Acts as primary Travel Coordinator for the Department of Entomology. Prepares electronic travel reimbursement requests (Conur) for travel by faculty, staff, students, visiting scientists, seminar speakers, and prospective graduate students. Responsible for processing domestic and international travel in accordance with established departmental, CNAS, campus, and system-wide policies and procedures. Obtains appropriate documentation, including original receipts when required; provides sufficient detail to justify travel expenses; and obtains exceptional approval as needed. Set up guest travelers as suppliers/payees in Oracle Financial System. Prepares purchase orders in Oracle Financials for travel-related expenses such as hotels, airline tickets, and conference registration. Keeps current on University travel policies and related visa policies for travelers; attends campus-wide travel meetings as scheduled; disseminate policy changes as needed. Coordinates all removal expense reimbursements for new academic appointees; informs and advises new appointees of their rights and obligations; and obtains exceptional approval as needed. | 40 |
| Chair Support. Provide executive administrative support to the chair, vice chair, and all departmental committees. Maintains Chair's calendar. Attends faculty meetings, takes attendance, assists with meeting minutes, counts votes in conjunction with Chair, and researches agenda items as requested. Works with departmental committees on data collection and report generation. Coordinates candidate visits during the academic recruitment process for Academic Senate and CE Specialists; handles all travel arrangements, creates an agenda to allow candidates to meet with the Chair, with various faculty members within Entomology as well as cooperating faculty members, and with Directors/Academic Coordinators of various college research facilities/resources; prepares final reports on the recruitment activity as requested. Creates and maintains procedural safeguards to ensure confidentiality during the review of all academic personnel actions and other academic matters conducted at the department level. In coordination with the CNAS Academic Personnel Services Unit (APSU) and the Chair, schedules meetings with individual academic employees during the merit and promotion process. Coordinates the course evaluation process through iEval. Provide assistance as needed with coordinating Summer Session courses. Obtains information needed for course offerings and enters required data into R'Summer, adhering to published deadlines. Works with Chair and R'Summer office regarding instructor, TA, course schedule, classroom location, and projected enrollment. Coordinates academic and graduate program reviews. | 30 |
| Departmental Support. Updates and maintains faculty, staff and grad student picture gallery in main lobby. Designs and maintains multiple web sites specific to academic program(s) and/or department; provides assistance with graduate student listings as needed. Maintains mandatory workplace postings. Provides comprehensive administrative support on all departmental projects endorsed by the Department Chair and /or FAO. Drive to various off campus vendors to procure supplies for Entomology course 250 as needed. Requests alcohol permits for various departmental events. Serves as administrative support for the departmental newsletter. Provides backup support for the Procurement team - process entertainment and other reimbursement requests through Concur/ePay; manage conference room reservations; distribute mail, handle key requests, and provide petty cash reimbursements. Periodically go to local grocery stores to stock up on seminar and meeting supplies and other duties as assigned. | 20 |
| Facilities Management Support. Under the direction of Procurement Supervisor, assists with maintaining the department space utilization report using the campus Facilities Management System (FMS). Update FMS as space is assigned/re-assigned and prepare ad hoc reports as requested. Prepares requests for additions/deletions of alarm codes and passwords through Facilities Services and the UCR Police Department to maintain the department security systems. Ensure administrative offices and copy rooms are securely locked at lunch and at the end of each business day. Provides backup support to the Procurement Supervisor; submit requests for emergency and routine maintenance service for all departmental facilities via the Facilities Services work order system; prepare/submit requests for renovation projects via the Capital Programs Management System (CPMS) or the Facilities work order system; submit work orders for IT services (new, changes, cancellations) and data lines. | 10 |
Knowledge, Skills & Abilities
| Knowledge/Skill/Ability | Requirement |
|---|---|
| Two years or more of related experience in providing administrative support for staff and/or faculty. Skill in coordinating administrative activities by determining the time, place and sequence of actions to be taken. | Required |
| Ability to work independently with minimal supervision; demonstrated strong time management and organizational skills; ability to work effectively with frequent interruptions. | Required |
| Basic knowledge in the design and maintenance of web sites. | Required |
| Ability to use basic math to calculate mileage, per diem, and to convert currencies. | Required |
| Excellent communications skills, including the ability to independently compose or edit business correspondence and use correct spelling, punctuation, and grammar. | Required |
| Demonstrated interpersonal skills to communicate and interact effectively and professionally with colleagues, faculty, students, international visitors, and diverse clientele. 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 |
| Skill in accurate record keeping with strict attention to detail. | Required |
| Ability to interpret and apply complex policies; ability to research and analyze information to formulate and implement solutions to problems. | Required |
| Demonstrated skills in using PC-based computers using Windows applications (i.e. Microsoft Word, Excel, PowerPoint, Publisher and Adobe PDF). Ability to use on-line systems to process travel, purchase orders, and entertainment reimbursements. | Required |
| Familiarity with UC website maintenance. | Preferred |
| Familiarity with UC travel and entertainment policies. | Preferred |
| Experience working in an institution of higher education. | Preferred |
Special Requirements & Conditions
| Special Condition | Requirement |
|---|
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 |