General Information
| Payroll Title | BLANK AST 3 | Title Code | 004722 | Grade/Step | Working Title | Administrative Assistant for the Development Office and Dean's Suite | |
|---|---|---|---|---|---|---|---|
| Department Name | BCOE Deans Office Dept | Supervisor | Alissa J Rackstraw | Department Head | Reza Abbaschian |
Special Requirements and Conditions
| Critical Position |
| Overtime |
Level of Supervision Received
| General Supervision |
Items Used
| General office equipment and PC based tools |
Position Purpose
| Under the general direction of the Assistant Dean of Development and the Dean's office Financial and Budget Analyst, the incumbent will provide administration support to the BCOE Dean's Suite (i.e., Dean's Office, Development Office, Central Personnel Services Unit (CPSU), MESA Program, & Student Affairs). This position has a direct influence on the first impression and reputation of BCoE, and must be poised, tactful and professional, as well as having excellent work habits and the skills to pay close attention to detail. The incumbent will provide a wide variety of clerical and administrative support to professional staff in the Dean's Office Suite and the Development Office. It is expected that about 50% of the incumbent's time will be spent supporting the Development Office and 50% will be in support of the other areas within the Dean's Suite. Responsibilities include coverage of the receptionist desk, including answering telephones and providing general information to the public and campus community, distributing mail, screening and routing phone calls, typing correspondence, filing, etc. Incumbent will process payroll and serve as the benefits coordinator for the Dean's Suite and the Development Office, as well as provide back-up for the Student Academic Affairs, MESA, Student Professional Development, and Material Science & Engineering. Responsible for scheduling and managing the College of Engineering meeting/conference rooms, distributing and collects keys for employees entering and leaving the College and coordinating security card access to College buildings. Responsible for the Dean's Suite, Development, Student Professional Development, and CPSU Office purchasing, travel, and reimbursements. Serves as back-up assistant for Student Affairs, MESA, and Material Sciences & Engineering. Completes various work orders and prepares deposits. Prepares travel and entertainment reimbursements, check requests, and assists with general accounting duties. Performs the annual equipment inventory equipment.
In addition, this position will gather and maintain data on alumni, corporate and foundation prospects, and individual donors; gather and maintain statistical data on College research activities; and provide administrative support for the outreach and development programs for the Bourns College of Engineering. Responsibilities include but are not limited to: responding to email inquiries from donors and potential donors; arranging and managing meetings; organizing and maintaining files on current and potential donors; correctly inputting data and creating reports from databases; creating and supporting special events; developing printed materials for distribution; and drafting, proofing, and mailing correspondence. Incumbent may be asked to attend various meetings around Campus for the Assistant Dean of Development. |
Essential Functions
| Essential Function | % Time |
|---|---|
| Administrative Support and Receptionist for the Dean's Suite and Development Office | 50 |
| Serve as focal point for communications for the Dean's Office Suites, including answering phones and responding to emails. Screen all incoming correspondence and communication to determine who can supply needed information; answer questions and inquiries, keeping in mind the sensitive and political aspects of the College and Dean's Office. Represent the Dean's Suite as the first point of contact for visitors; respond to requests and questions from members of the community, industry, international visitors, executives, and the University community, requiring a clear understanding of the College, its function, and mission. Greet visitors, screen and redirect as necessary. Communicate with and develop working relationships with a wide range of contacts, including various UCR units and academic departments to facilitate problem solving, and refer questions and potential concerns or issues. Responsible for maintaining and ordering office and computers supplies and for overseeing Fed Ex and UPS requests, assuring accuracy of these purchases. Make arrangements for maintenance and/or repair as needed on equipment including, copy machines, printers, faxes, LCD projectors, and scanners to ensure proper operation at all times. Serve as TEL-coordinator, issue Net Id's, maintain and update UCR Enterprise Directory and on-line UCR telephone directory. Perform routine clerical duties such as filing, scanning, duplicating/compiling materials for dissemination, and arrange for printing and reproduction of material as requested. Compose, draft, edit and finalize correspondence and other documents using word processing applications. Extract data pertaining to mailing lists, donor lists, and invitation lists from Raiser's Edge. Create and manage events in Raiser's Edge. Conduct research and gather data from a variety of sources to create reports and needed information for the Assistant Dean and Director of Development. Maintain confidential files and correspondence. Assist in marketing and presentation issue decisions, including assistance with designing and producing brochures and materials for office events, meetings, programs, and mailings. Communicate on behalf of high-level administrative and academic officers in the suite with UCR representatives, other campuses and UC-related organizations, as well as external clientele. Interact with prospects, donors, faculty, staff, and the Campus through email and/or telephone to schedule visits, meetings, process requests, and other communications as needed. Receive and respond to request for various types of information, and determine and compile from a variety of sources the information needed. Determine which requests to handle independently and which to escalate based on working knowledge of the goals and objectives of the office. Work closely with other Advancement and University department counterparts and key administrative staff to maintain communications and effective flow of information. Resolve customer complaints through analysis and follow-up, making independent decisions regarding the best course of action to maintain positive relations while staying within UC policies/procedures. Perform preliminary research and initial response and consult with department Analyst. Coordinate the annual inventory of all equipment, verifying location, condition, usage, custodial responsibility etc. for the Dean's Office, Student Academic Affairs, MESA/MSP Program, and Development Office. Work with Equipment Management to ensure receipt of property tags for all new equipment purchases/fabrications and ensure proper account coding on all equipment purchases. Assist Material Sciences & Engineering with their annual inventory and ensuring receipt of property tags throughout the year on all new equipment purchases/fabrications. Work with Safety & Facilities Coordinator on special projects related to equipment inventory/management. Special Projects and other duties as assigned. |
|
| Purchasing and Account Support | 15 |
| Responsible for all purchasing and reimbursement processing for the Dean's Suite, Development Office, CPSU, and Student Professional Development Office. Serve as back-up for Student Academic Affairs, MESA/MSP Program, and Material Sciences & Engineering program. Review and renew maintenance and blanket agreements as needed.
Confirm receipt of orders and maintain tracking log to ensure timely notification and pick-up by departments/programs/individuals. Responsible for obtaining, learning, and complying with all rules and regulations associated with the campus' purchasing process. Obtain best pricing by performing a minimum of three price comparison analyses on each product and abiding by the University's affirmative action goals. Monitor the status of purchase requisitions and blanket orders. Verify correctness of orders and works out any billing problems with the vendor and Accounting. Prepare various accounting and on-line work order forms in a timely manner including travel vouchers, check requests, Printing and Reprographics, Mail Services, Fleet Services, Physical Plant, Media Resources and Telecommunication work orders, etc. Provide follow up with various campus offices (i.e., Accounting, Payroll, Purchasing, Telecommunications, Physical Plant, Media Resources, etc.) as needed. Responsible for pro-card purchases for Dean's Office departments. Prepare and process DAF deposits and CCR's for all deposits. Maintain and file financial transaction document in notebooks and filing cabinet. Provide financial documents for PAN review process. |
|
| Payroll/Personnel Support | 15 |
| Process all payroll for the Dean's Suite, the Development Office, and the Student Professional Development Office. Serve as back up for Student Academic Affairs, MESA/MSP Program, and Material Science & Engineering. Coordinate processing of payroll with other departments in instances involving joint appointment. Processes Academic and Staff PPS entries including regular appointments, stipends, summer salaries, reclasses, equity increases, Incentive Award payments, etc. In addition, processes all LX/RXs, Payroll Cost Transfers, Additional Pay, etc. Tracks and maintains vacation and sick leave accruals and usage on database for the four areas mentioned above. Processes late reporting of time and makes appropriate adjustments as needed. Provide employees with campus and departmental policies and procedures for correct reporting and usage of time, including overtime for non-exempt employees. Prepares staff new hire documents, assists new staff employees with all necessary paper work and sets up personnel files. Complete required paper work for background checks, Net IDs, etc. Using campus policies and procedures, completes and processes all aspects of Workers' Compensation-Injury Reports and Staff Leave of Absence requests for the Dean's Office departments, including all required forms, obtaining appropriate departmental signatures and approvals, tracking all documentation, creating and maintaining required files, forwarding required documents to appropriate campus departments such as Labor Relations and Benefits Office and keeping administration informed on status. Serves as Benefits Advisor for Dean's Office departments, assists employees with all questions, attends related meetings and disseminates information to department staff and administration. Orders and maintains benefit forms and booklets as needed. Attend monthly campus PPS Users Group meetings and briefs necessary department personnel. Serves as back up payroll transactor for other BCOE departments as needed. |
|
| Conference Room Scheduling/Management, Key Card Access, & Facilities | 10 |
| Responsible for maintaining and coordinating the intricate and high volume scheduling system for the conference rooms, ensuring proper use of rooms and facilities. Work with Physical Plant, janitorial services, and outside vendors to ensure proper working order of all rooms and associated equipment. Coordinate security card access to Bourns Hall, Winston Chung Hall, and Materials & Sciences buildings, including distributing and collecting keys when appropriate. Maintain database of keys issued and returned, and work with the System Administrator to facilitate card access for employees. Process monthly billing for conference room usage, ensuring proper documentation and timely billing. Assist the Safety & Facilities Coordinator with special projects related to building safety issues and facilities maintenance. |
|
| Event Planning & Scheduling | 10 |
| Work with Development Office team and the Analyst I to plan and schedule conferences, special events, fundraising events, donor relations, and meetings for the College, including but not limited to special promotional events that may include high profile research and industry collaborations, VIP donors, and Distinguished Speakers. Organize and plan all aspects of the event, including reserving conference rooms or other facilities and arranging necessary audio visual equipment, room set-up, catering, notices/invitation, parking, and other arrangements as needed. Work with vendors and caterers both on and off-campus to schedule and coordinate effective, seamless events. Manage event registration and provide individual attention to special needs/requests. When necessary coordinate travel arrangements by reviewing flight schedules, ground transportation, hotel and meeting locations, and conference registrations for special guests, the Development Office team, staff, visitors, and student groups. Assure proper documentation and reporting. Conveys University travel policy and procedures to ensure compliance and maintain proper records. Prepare travel information, including agendas, detailed maps, contacts, itineraries, and other special information for guests. Ensure proper documentation and approval for expenditures and request reimbursements and payments. |
|
Minimum Requirements
| Minimum Requirement | Display Ranking |
|---|---|
| 1 | |
| Demonstrated administrative support experience, including strong organizational skills and ability to exercise independent judgment. | |
| 2 | |
| High-level operational experience in PC software such as Microsoft Word, Excel, Publisher, PowerPoint, Outlook and Adobe Acrobat and internet searching tools. | |
| 3 | |
| Experience in prioritizing assignments to complete work in a timely manner under the pressure of deadlines, interruptions, and competing priorities and requirements. | |
| 4 | |
| Experience processing payroll and tracking timesheets. Experience using online payroll reporting systems. | |
| 5 | |
| Experience in purchasing for general office settings. Experience using online purchasing systems. | |
| 6 | |
| Demonstrated experience in working independently and following through on assignments with minimal direction. | |
| 7 | |
| Excellent skills in writing clear, concise, and grammatically correct correspondence and memos. | |
| 8 | |
| Ability to proofread, gather data, analyze and write concise reports; speak clearly and distinctly in order to convey information. | |
| 9 | |
| Interpersonal skills sufficient to interact diplomatically with external clients and University personnel at various organizational levels. | |
| 10 | |
| 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 a University/higher education setting. | |
| 2 | |
| College level course work and/or work experience in Business or related field. | |
| 3 | |
| Experience using an online calendering/schedule system. | |
| 4 | |
| Working knowledge and understanding of University on-line systems, as well as policies related to purchasing, payroll/personnel, equipment management, and UCR work order applications. | |
| 5 | |
| Knowledge and understanding of University Accounting procedures, including but not limited to: categorizing expenditures into proper accounts, use of different fund sources and general ledger system. | |
| 6 | |
| Experience and knowledge of policy and procedures related to processing travel vouchers, entertainment reimbursements and check requests. | |
| Posted Position Purpose |
|---|
| Under the general direction of the Assistant Dean of Development and the Dean's office Financial and Budget Analyst, the incumbent will provide administration support to the BCOE Dean's Suite Offices. This position has a direct influence on the first impression and reputation of BCoE, and must be poised, tactful and professional, as well as having excellent work habits and the skills to pay close attention to detail. The incumbent will provide a wide variety of clerical and administrative support to professional staff in the Dean's Office Suite and the Development Office. Responsible for all duties associated with coverage of the receptionist desk, including answering telephones and providing general information to the public and campus community, distributing mail, screening and routing phone calls, typing correspondence, filing, etc. Incumbent will process payroll and serve as the benefits coordinator for the Dean's Office, Student Academic Affairs, MESA, and the Development Office. Responsible for scheduling and managing the College of Engineering meeting/conference rooms, distributing and collects keys for employees entering and leaving the College and coordinating security card access to College buildings. Responsible for the Dean's Office, Development, Student Professional Development, and Central Personnel Services Unit (CPSU) purchasing, travel, and reimbursements. Serves as back-up assistant for Student Affairs, MESA, and Material Sciences & Engineering. Completes various work orders and prepares deposits. Prepares travel and entertainment reimbursements, check requests, and assists with general accounting duties. Performs the annual equipment inventory equipment.
In addition, this position will gather and maintain data on alumni, corporate and foundation prospects, and individual donors; gather and maintain statistical data on College research activities; and provide administrative support for the outreach and development programs for the Bourns College of Engineering. Responsibilities include but are not limited to: responding to email inquiries from donors and potential donors; arranging and managing meetings; organizing and maintaining files on current and potential donors; correctly inputting data and creating reports from databases; creating and supporting special events; developing printed materials for distribution; and drafting, proofing, and mailing correspondence. |
| Posted Minimum Requirements |
| Demonstrated administrative support experience, including strong organizational skills and ability to exercise independent judgment. High-level operational experience in PC software such as Microsoft Word, Excel, Publisher, PowerPoint, Outlook and Adobe Acrobat and internet searching tools. Experience in prioritizing assignments to complete work in a timely manner under the pressure of deadlines, interruptions, and competing priorities and requirements. Experience processing payroll and tracking timesheets. Experience using online payroll reporting systems. Experience in purchasing for general office settings. Experience using online purchasing systems. Demonstrated experience in working independently and following through on assignments with minimal direction. Excellent skills in writing clear, concise, and grammatically correct correspondence and memos. Ability to proofread, gather data, analyze and write concise reports; speak clearly and distinctly in order to convey information. Interpersonal skills sufficient to interact diplomatically with external clients and University personnel at various organizational levels. Must be able to maintain strict confidentiality; use sound judgment; and display sensitivity of policy and procedures. |
| Posted Preferred Qualifications |
| Experience in a University/higher education setting. College level course work and/or work experience in Business or related field. Experience using an online calendering/schedule system. Working knowledge and understanding of University on-line systems, as well as policies related to purchasing, payroll/personnel, equipment management, and UCR work order applications. Knowledge and understanding of University Accounting procedures, including but not limited to: categorizing expenditures into proper accounts, use of different fund sources and general ledger system. Experience and knowledge of policy and procedures related to processing travel vouchers, entertainment reimbursements and check requests. |