General Information
| Payroll Title | BLANK AST 2 | Title Code | 004723 | Grade/Step | Working Title | Receptionist | |
|---|---|---|---|---|---|---|---|
| Department Name | CECERT Dept | Supervisor | Nicole C Cleary | Department Head | Matthew J Barth |
Special Requirements and Conditions
| Critical Position |
| Valid Driver License |
| Overtime |
Level of Supervision Received
| General Direction |
Items Used
| PC software such as: Microsoft Office programs Outlook, Fax, scanner, photocopier, printer and binding machine |
Position Purpose
| Under general supervision, serves as a resource to center staff, other University departments, and visitors to the center. This position is responsible for all duties associated with coverage of the receptionist desk, including answering telephones, screening and directing calls as appropriate, and responding to a wide variety of inquiries and questions from the public and campus community. This position provides clerical and administrative support for centers PI's and students. Responsible for distributing mail, copying, faxing, and filing as needed. Responsible for scheduling appointments, maintaining calendars, assisting with scheduling and coordinating of meetings and events, maintaining mailing lists, and preparing mailings. This position serves as the iTravel coordinator/entertainment coordinator for the center. This position is responsible for maintaining centers phone lists and oversees Fed-Ex and other carrier shipments. |
Essential Functions
| Essential Function | % Time |
|---|---|
| Administrative Support | 45 |
| Provides copying, filing and other clerical services for PIs. Coordinate travel arrangements by reviewing flight schedules, ground transportation, hotel/meeting locations, and requirements for international trips. Prepare itineraries. Sets up meetings, take meeting notes, prepare agendas, create to do lists, and follow up on to do list items. Screens and prioritizes incoming correspondence and calls. Communicates with other high-level administrative and academic offices at UCR, other campuses and UC-related organizations, as well as external clientele. Coordinates all arrangements for visitors and VIP guests. Maintain paper and electronic filing system for records. Other appropriate duties as required. |
|
| Travel/Entertainment Coordinator | 40 |
| Maintains familiarity with UCOP and UCR policies on travel and entertainment reimbursements. Communicates changes in policy to CE-CERT employees. Processes all travel reimbursement requests promptly, accurately and efficiently. Ensures traveler provides proper documentation for reimbursements. Makes travel arrangements as needed for PIs. |
|
| Receptionist | 10 |
| Represents the center, as the first point of contact for visitors; greets visitors, screens and redirects them to proper contact at the center, as necessary. Responds to requests and questions from members of the community, industry, international visitors and the University community, requiring a clear understanding of the centers operation. Maintains the copy/supplies room, ordering general office supplies as needed. Distributes mail and arrange for large/special mailings with FedEx and/or UPS as requested. Distribute and send faxes. Distributes payroll and non-payroll checks. Maintains office phone list. Keeps conference rooms, training facility and mailroom presentable and assist in online booking of CE-CERT resources for personnel (conference rooms, parking passes, etc.). Performs other duties as assigned. |
|
| Other | 5 |
| Assists in special events and conferences as needed.
Point of contact for FED-EX shipments and other freight carriers. Codes FED-EX invoices and makes sure proper documentation and signatures are obtained. Mandated reporter for California Child Abuse and Neglect Reporting Act(CANRA). Performs other duties as assigned. |
|
Minimum Requirements
| Minimum Requirement | Display Ranking |
|---|---|
| 1 | |
| Interpersonal skills sufficient to interact diplomatically with external clients and University personnel at various organizational levels. | |
| 2 | |
| Ability to speak clearly and distinctly in order to convey information. | |
| 3 | |
| Demonstrated administrative support experience, including strong organizational skills. Must be detail-oriented. | |
| 4 | |
| Operational experience in PC software such as Microsoft Word, Outlook, and internet searching tools. | |
| 5 | |
| Ability to operate standard office equipment, including copiers, phone systems, fax machines, etc. | |
| 6 | |
| Experience in prioritizing assignments to complete work in a timely manner under the pressure of deadlines, interruptions, and competing priorities and requirements. | |
| 7 | |
| Must be able to maintain strict confidentiality; use sound judgment; and display sensitivity of policy and procedures. | |
Preferred Qualifications
| Preferred Qualification | Display Ranking |
|---|---|
| 1 | |
| Experience in University/higher education setting. | |
| 2 | |
| Experience and knowledge of policy and procedures related to processing travel vouchers, entertainment reimbursements and check requests. | |
| 3 | |
| Knowledge of UCR financial system, including iTravel, Ebuy, ePay and UCRFS totals. | |
| 4 | |
| Skill in writing clear, concise, and grammatically correct correspondence and memos. | |
| Posted Position Purpose |
|---|
| Under general supervision, serves as a resource to center staff, other University departments, and visitors to the center. This position is responsible for all duties associated with coverage of the receptionist desk, including answering telephones, screening and directing calls as appropriate, and responding to a wide variety of inquiries and questions from the public and campus community. This position provides clerical and administrative support for centers PI's and students. Responsible for distributing mail, copying, faxing, and filing as needed. Responsible for scheduling appointments, maintaining calendars, assisting with scheduling and coordinating of meetings and events, maintaining mailing lists, and preparing mailings. This position serves as the iTravel coordinator/entertainment coordinator for the center. This position is responsible for maintaining centers phone lists and oversees Fed-Ex and other carrier shipments. |
| Posted Minimum Requirements |
| Interpersonal skills sufficient to interact diplomatically with external clients and University personnel at various organizational levels. Ability to speak clearly and distinctly in order to convey information. Demonstrated administrative support experience, including strong organizational skills. Must be detail-oriented. Operational experience in PC software such as Microsoft Word, Outlook, and internet searching tools. Ability to operate standard office equipment, including copiers, phone systems, fax machines, etc. Experience in prioritizing assignments to complete work in a timely manner under the pressure of deadlines, interruptions, and competing priorities and requirements. Must be able to maintain strict confidentiality; use sound judgment; and display sensitivity of policy and procedures. |
| Posted Preferred Qualifications |
| Experience in University/higher education setting. Experience and knowledge of policy and procedures related to processing travel vouchers, entertainment reimbursements and check requests. Knowledge of UCR financial system, including iTravel, Ebuy, ePay and UCRFS totals. Skills in writing clear, concise, and grammatically correct correspondence and memos. |