General Information
| Payroll Title | ADMIN. SPECIALIST | Title Code | 007646 | Grade/Step | 06 | Working Title | Capital Programs Administrative Specialist (6 Month Limited with Possibility of Career Conversion) |
|---|---|---|---|---|---|---|---|
| Department Name | INACTIVE Capital Planning | Supervisor | Leslie A Rose | Department Head | Ralston, Timothy |
Special Requirements and Conditions
| Critical Position |
| Valid Driver License |
| Overtime |
| Travel |
| Travel Outside of Normal Business Hours |
Level of Supervision Received
| General Direction |
Items Used
| PC, Photocopier, Fax |
Position Purpose
| Under the general direction of the Capital Programs Executive Administrative Specialist, the Capital Programs Administrative Specialist provides general administrative support to the office of the Associate Vice Chancellor - Capital Programs and direct support to the management and professional staff within the Capital Programs office. The Administrative Specialist also provides analysis and coordination on a wide range of issues, projects and other highly sensitive and/or confidential matters; coordinates activities in support of the general operations of the Capital Programs Office; and provides direct support to the Associate Vice Chancellor - Capital Programs, in the absence of the Executive Administrative Specialist. |
Essential Functions
| Essential Function | % Time |
|---|---|
| Administrative Support to Capital Programs Staff | 65 |
| Provide administrative support to Capital Programs Management by:
- Maintaining and updating complex calendars using an automated calendaring system - Coordinating the calendar closely with the Executive Administrative Specialist to organize weekly meetings Coordinate and schedule meetings, conferences and special events for Capital Programs leadership and their constituents by: - Arranging for presenters, facilities, AV, and meeting materials - Making travel arrangements and preparing travel vouchers within the on-line travel program - Providing relevant background and briefing materials in advance of the meeting - Summarizing meeting highlights and track action items/responsible party - Maintaining a list of issues/actions for future agendas - Distributing handouts to those unable to attend Research and compile data, upon request, by: - Seeking information from a variety of sources - Maintaining records and creating reports pertaining to engagements for Capital Programs Management - Responding to urgent demands and managing multiple tasks - Utilizing a basic knowledge of architectural concepts and principles to identify and track compliance commitments Support the Office of the Associate Vice Chancellor - Capital Programs by: - Providing direct support to the Associate Vice Chancellor - Capital Programs, in the absence of the Executive Administrative Specialist - Consulting with the Executive Administrative Specialist on all matters of administrative support for interrelated Capital Programs needs - Serving as the initial point of contact to bring solutions and closures to issues |
|
| Document Administration | 25 |
| Prepare and coordinate correspondence, business agreements, reports, presentations, spreadsheets and other documents, as assigned, by ensuring that all items comply with related policies and procedures, and are handled in an expeditious and accurate manner
Support construction projects and schedules by tracking compliance issues required to respond to matters regulated by local, state, and federal mandates Develop office procedure manuals and assist with the development of reports, correspondence, sponsored events, or procedures in support of the Campus Sustainability Coordinator |
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| Office Administration | 10 |
| Supports the day-to-day operating functions of the Capital Programs office by:
- Processing purchase requests using campus on-line systems, on-line orders for supplies, printing, communications, physical plant, and transportation for the Executive Director - Capital Resource Management, as needed - Arranging for the maintenance of office equipment - Maintaining the Capital Programs physical and virtual filing systems - Establishing and maintaining a professional and cooperative working environment - Updating approved changes to divisional policies and procedures |
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Minimum Requirements
| Minimum Requirement | Display Ranking |
|---|---|
| 1 | |
| Education and Experience: Associate's degree in a related field, and two (2) years recent experience performing administrative functions, or an equivalent combination of education and experience
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| 2 | |
| Experience providing administrative support to management and professional staff; maintaining online calendars; scheduling complex meeting logistics and travel arrangements with attendees from multiple offices/locations; and interpreting and applying policies, procedures and legal requirements
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| 3 | |
| Skill in utilizing a personal computer and office software applications such as Microsoft Word, Excel, Outlook, and PowerPoint; drafting a wide variety of correspondence, business agreements, reports, presentations, and spreadsheets; and maintaining accurate records with strict attention to detail
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| 4 | |
| Ability to provide exceptional customer service; communicate effectively both orally and in writing; prioritize and manage a rapidly changing schedule; work independently within the framework of established responsibilities; establish professional relationships; interact effectively with diverse constituencies; and maintain confidentiality at all times
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Preferred Qualifications
| Preferred Qualification | Display Ranking |
|---|---|
| 1 | |
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Knowledge of University structure, organization, and key administrative staff
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| 2 | |
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Knowledge of University policies and procedures
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| Posted Position Purpose |
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| A DETAILED JOB ANNOUNCEMENT MAY BE OBTAINED ON THE FINANCE and BUSINESS OPERATIONS WEBSITE: www.fbo.ucr.edu.
Under the general direction of the Capital Programs Executive Administrative Specialist, the Capital Programs Administrative Specialist provides general administrative support to the office of the Associate Vice Chancellor - Capital Programs and direct support to the management and professional staff within the Capital Programs office. The Administrative Specialist also provides analysis and coordination on a wide range of issues, projects and other highly sensitive and/or confidential matters; coordinates activities in support of the general operations of the Capital Programs Office; and provides direct support to the Associate Vice Chancellor - Capital Programs, in the absence of the Executive Administrative Specialist. |
| Posted Minimum Requirements |
| Education and Experience: Associate's degree in a related field, and two (2) years recent experience performing administrative functions, or an equivalent combination of education and experience Experience providing administrative support to management and professional staff; maintaining online calendars; scheduling complex meeting logistics and travel arrangements with attendees from multiple offices/locations; and interpreting and applying policies, procedures and legal requirements Skill in utilizing a personal computer and office software applications such as Microsoft Word, Excel, Outlook, and PowerPoint; drafting a wide variety of correspondence, business agreements, reports, presentations, and spreadsheets; and maintaining accurate records with strict attention to detail Ability to provide exceptional customer service; communicate effectively both orally and in writing; prioritize and manage a rapidly changing schedule; work independently within the framework of established responsibilities; establish professional relationships; interact effectively with diverse constituencies; and maintain confidentiality at all times |
| Posted Preferred Qualifications |
| Knowledge of University structure, organization, and key administrative staff; and knowledge of University policies and procedures |