General Information
| Payroll Title | BLANK AST 2 | Title Code | 004723 | Grade/Step | Working Title | Research Administrative Assistant | |
|---|---|---|---|---|---|---|---|
| Department Name | Sponsored Programs Admin | Supervisor | Parish, Cynthia A | Department Head | Charles E Greer |
Special Requirements and Conditions
Level of Supervision Received
| Close Supervision |
Items Used
| General Office Equipment (computer, printer, scanner, copier, fax, etc) |
Position Purpose
| Provide administrative and clerical support to the Research and Economic Development Office (RED) including the Associate Vice Chancellor for Research, Sponsored Programs Administration, and Research Integrity. |
Essential Functions
| Essential Function | % Time |
|---|---|
| Administrative Support for the Research and Economic Development Office | 100 |
| Serving as the primary receptionist and focal point for communications which includes answering phones to screen and direct calls appropriately; screening all incoming correspondence and directing it appropriately. Represent the Research and Economic Development Office as the first point of contact for on-campus and off-campus visitors, including administrators, faculty, and staff as well as prominent members of the business community. Maintain supplies for RED. Process on-line orders for printing, communications, physical plant, and transportation. Make purchases from various vendors using the eBuy system and independently following up to ensure receipt. Arrange for space moves and maintenance of office facilities and equipment. Manage Federal Express shipments and oversee the tracking and verification of the Federal Express and Storehouse expenses. Assure accuracy of such purchases and maintain proper files, Serve as main contact for all work-orders related to telecommunications, printing, and reprographics, media resources, dining services orders, fleet services, common scheduling, and physical plant requests. Arrange meetings for other RED personnel, including the AVCR and all Research Integrity and Sponsored Programs staff. Maintain the conference room calendar for RED. Coordinate logistics for AVCR meetings/workshops, including preparation of background materials, handouts, etc. Provide staff support for AVCR staff meetings. Coordinate logistics for staff training activities for Sponsored Programs staff. Assist Events Coordinator with arrangements for events sponsored by RED, e.g. workshops, recruitment visits, office operations (e.g. Research Integrity review, Sponsored Programs review), and other activities; including locating and securing appropriate space, issuing invitations, preparing agendas/handouts/name badges, arranging for room set-up/AV equipment/food service. Service as Travel Coordinator for the AVCR, Research Integrity and Sponsored Programs staff. Responsible for travel vouchers, initiating and preparing all pertinent forms and memos required by UCR travel while interpreting and applying relevant policies and procedures; reserve travel and hotel accommodations and prepare itineraries for all RED staff and visitors; prepare travel expense vouchers, ePay and entertainment requests ensuring that all charges comply with University policies; audit travel expense vouchers for receipts and expenses in accordance with University policy; resolve problems with incomplete travel expense reimbursements. Responsible for depositing Sponsored Program checks on line. Serve as ReadyTalk coordinator. Other duties as assigned that are appropriate to the classification of the position. |
|
Minimum Requirements
| Minimum Requirement | Display Ranking |
|---|---|
| 1 | |
| 1. Working knowledge of computer software such as Microsoft Office Suite. 2. Demonstrated experience with campus financial, purchasing and personnel systems. 3. Demonstrated ability to organize work and establish priorities and complete assignments in very short deadlines and with frequent interruptions. 4. Ability to complete work in a timely manner when working on multiple assignments from several professionals. 5. Verbal and written communication skills necessary to communicate with UC faculty, staff and outside sponsors of research. 6. Demonstrated administrative experience in an office environment providing administrative and clerical support for staff and/or faculty. 7. Ability to maintain confidentiality at all times. 8. Skill in accurate record keeping with strict attention to detail. 9. Skill in organizing tasks, documents and materials with efficiency and accuracy. 10. Skill in independently researching questions and making appropriate contacts for problem solving. 11. Skill in analyzing information, problems, situations, practices, or procedures to identify relevant concerns, identify patterns or tendencies, formulate logical and objective conclusions. 12. Skill in making appropriate job decisions following established policies and past practices. 13. General writing skills to independently draft correspondence pertaining to the operations, policies and procedures of the functional area. |
|
Preferred Qualifications
| Preferred Qualification | Display Ranking |
|---|---|
| 1 | |
| University of California experience | |
| 2 | |
| Working knowledge of campus reporting systems such as budget, payroll, staffing, personnel, facilities, inventory, and general ledgers. | |
| 3 | |
| Working knowledge of campus/university organizational structure. | |
| Posted Position Purpose |
|---|
| Provide administrative and clerical support to the Research and Economic Development Office (RED) including the Associate Vice Chancellor for Research, Sponsored Programs Administration, and Research Integrity. |
| Posted Minimum Requirements |
| 1. Working knowledge of computer software such as Microsoft Office Suite. 2. Demonstrated experience with campus financial, purchasing and personnel systems. 3. Demonstrated ability to organize work and establish priorities and complete assignments in very short deadlines and with frequent interruptions. 4. Ability to complete work in a timely manner when working on multiple assignments from several professionals. 5. Verbal and written communication skills necessary to communicate with UC faculty, staff and outside sponsors of research. 6. Demonstrated administrative experience in an office environment providing administrative and clerical support for staff and/or faculty. 7. Ability to maintain confidentiality at all times. 8. Skill in accurate record keeping with strict attention to detail. 9. Skill in organizing tasks, documents and materials with efficiency and accuracy. 10. Skill in independently researching questions and making appropriate contacts for problem solving. 11. Skill in analyzing information, problems, situations, practices, or procedures to identify relevant concerns, identify patterns or tendencies, formulate logical and objective conclusions. 12. Skill in making appropriate job decisions following established policies and past practices. 13. General writing skills to independently draft correspondence pertaining to the operations, policies and procedures of the functional area. |
| Posted Preferred Qualifications |
| 1. University of California experience. 2. Working knowledge of campus reporting systems such as budget, payroll, staffing, personnel, facilities, inventory, and general ledgers. 3. Working knowledge of campus/university organizational structure. |