General Information
| Payroll Title | BLANK AST 3 | Title Code | 004722 | Grade/Step | Working Title | Academic Personnel & Human Resources Assistant | |
|---|---|---|---|---|---|---|---|
| Department Name | BUS Infrast Admin Prgm Srv Sup | Supervisor | Gonzalez, Leonardo | Department Head | Yunzeng Wang |
Special Requirements and Conditions
| Critical Position |
| Valid Driver License |
| Travel |
Level of Supervision Received
| General Supervision |
Items Used
| Car, Golf cart, Scanner, Computer, Printer, Paper shredder, Label maker, Fax Machine |
Position Purpose
| Under the direction of the Director of Academic Personnel and Human Resources, the Academic Personnel and Human Resources (AP&HR) Assistant provides administrative support for a variety of Academic Personnel and Human Resources departmental functions. The AP&HR Assistant is responsible for scheduling interviews, assisting new hires with completing the on-boarding process, and maintaining staff and academic personnel employment files along with other AP and HR related duties. This position will assist with travel and accommodation arrangements for staff and faculty recruitment candidates, as well as assisting with events related to Academic Personnel and Human Resources, and other Dean's Office events as requested. The incumbent may also provide general administrative support for the Dean's Executive Team, as needed. The AP&HR Assistant will assist and have working knowledge of higher education system-wide and local academic personnel and human resources policies and procedures. The AP&HR Assistant will maintain strict confidentiality at all times and will provide the highest level of customer service to the internal and external customers in a courteous and professional manner. Working independently with staff and academic titles, the Assistant will provide policy interpretation, analysis, and administrative support in the management of the centralized processes for SoBAâââ‰â¢s Academic Personnel and Human Resources Business. |
Essential Functions
| Essential Function | % Time |
|---|---|
| Administrative Support for Academic Personnel | 60 |
| Assists with dissemination of information, and preparation of academic personnel and other academic support documents. Coordinates travel and accommodation arrangements for faculty recruitment candidates. Performs departmental level duties related to faculty hiring, merits, promotions, and academic reviews. Assists with the appointment process and onboarding for academic hires (i.e., Ladder Rank, Adjunct, NSF-Lecturer, Student titles, etc.). Prepares hiring files for Dean's appointment and/or Dean's recommendation for Chancellor's final. Maintains documents/spreadsheets related to academic course assignments and appointments. Each quarter assists with collecting and archiving teaching evaluations and classroom visitation reports for faculty and lecturers; along with disseminating reports to appropriate parties. Gathers, organizes, and prepares information for routine reports relating to a variety of matters. Assist in agenda preparation, gather information, and contact meeting participants. |
|
| Administrative Support for Human Resources | 25 |
| Schedules candidates for interviews on behalf of the hiring authority; including creating itineraries, making travel and accommodation arrangements. Corresponds with applicants on behalf of the hiring authority. Prepares and stores information by gathering, maintaining, and entering information into databases, prepares folders and labels as necessary, and files information in designated areas. Scans and files documentation related to employment status, changes, performance management, employee recognition, disciplinary actions, counseling notices, termination documentation, and other employment related documents. Performs a wide variety of complex, responsible, and confidential duties. Contributes to the development, analyzes, and evaluation of policy and procedures. Reviews, logs, prioritizes, and routes a variety of correspondences. Recommends organizational or procedural changes affecting administrative support activities. Assists with assignments including web searches, gathering information/data, and presenting information in an organized fashion. Facilitates on-boarding process for newly-hired staff. |
|
| Administrative Support for Dean's Office | 10 |
| Greets visitors and callers; handles their inquiries or directs them appropriately according to their needs. Receives and distributes communications, collects and mails correspondence, and copies information. Provides timely assistance in the drafting, editing, proof-reading, copying, faxing, and distribution of correspondence and forms. Prepares and maintains files, prepares copies, and ensures the consistent organization of documents and files. Maintains calendar, room reservations, and making appropriate decisions in the scheduling of appointments which requires coordination and understanding of urgency in collaboration with others. Assists with event planning of various AP and HR related initiatives, as assigned by the Director of Human Resources and Academic Personnel. May serve as administrative staff to a board or commission preparing the agenda and taking minutes of meetings. Assists executive management with administrative support, as needed. |
|
| Other | 5 |
| Performs other duties, as assigned. | |
Minimum Requirements
| Minimum Requirement | Display Ranking |
|---|---|
| 1 | |
| Minimum two years of administrative experience. | |
| 2 | |
| Minimum one year of Human Resources and/or Academic Personnel support experience. | |
| 3 | |
| Excellent written communication skills, including the ability to compose business correspondence, edit and use correct spelling, punctuation and grammar. | |
| 4 | |
| Demonstrated experience and expertise computer software (Microsoft Word, Excel, PowerPoint, and Outlook) and office equipment. | |
| 5 | |
| Ability to work as a team player and establish and maintain cooperative working relationships. | |
| 6 | |
| Ability to maintain confidentiality at all times and to handle sensitive/confidential information, issues and requests. | |
| 7 | |
| Ability to work with a wide variety of people from all levels of internal and external organizations, campus community, and international students and visitors. | |
| 8 | |
| Skill in accurate record keeping with strict attention to detail. | |
| 9 | |
| Ability to prioritize work and meet deadlines while working with frequent interruptions. | |
Preferred Qualifications
| Preferred Qualification | Display Ranking |
|---|---|
| 1 | |
| Associate degree in related field. | |
| 2 | |
| Minimum two years of experience in an academic environment providing administrative support for staff and/or faculty. | |
| 3 | |
| Knowledge of University of California policies and procedures. | |
| Posted Position Purpose |
|---|
| The School of Business Administration (SoBA) at the University of California, Riverside is a nationally-ranked and internationally-recognized AACSB-accredited business school. With over 14,000 alumni all over the world, it is home to the largest undergraduate business program in the University of California system, as well as to the A. Gary Anderson Graduate School of Management, which features MBA, Ph.D., Flex MBA, Master of Professional Accountancy (MPAc), and Master of Finance (MFin) programs. SoBA is positioned as a center of excellence in business education through cutting-edge research on the business challenges of the 21st century.
Under the direction of the Director of Academic Personnel and Human Resources, the Academic Personnel and Human Resources (AP&HR) Assistant provides administrative support for a variety of Academic Personnel and Human Resources departmental functions. The AP&HR Assistant is responsible for scheduling interviews, assisting new hires with completing the on-boarding process, and maintaining staff and academic personnel employment files along with other AP and HR related duties. This position will assist with travel and accommodation arrangements for staff and faculty recruitment candidates, as well as assisting with events related to Academic Personnel and Human Resources, and other Dean's Office events as requested. The incumbent may also provide general administrative support for the Dean's Executive Team, as needed. The AP&HR Assistant will assist and have working knowledge of higher education system-wide and local academic personnel and human resources policies and procedures. The AP&HR Assistant will maintain strict confidentiality at all times and will provide the highest level of customer service to the internal and external customers in a courteous and professional manner. Working independently with staff and academic titles, the Assistant will provide policy interpretation, analysis, and administrative support in the management of the centralized processes for SoBA's Academic Personnel and Human Resources Business.
|
| Posted Minimum Requirements |
| Minimum two years of administrative experience. Minimum one year of Human Resources and/or Academic Personnel support experience. Excellent written communication skills, including the ability to compose business correspondence, edit and use correct spelling, punctuation and grammar. Demonstrated experience and expertise computer software (Microsoft Word, Excel, PowerPoint, and Outlook) and office equipment. Ability to work as a team player and establish and maintain cooperative working relationships. Ability to maintain confidentiality at all times and to handle sensitive/confidential information, issues and requests. Ability to work with a wide variety of people from all levels of internal and external organizations, campus community, and international students and visitors. Skill in accurate record keeping with strict attention to detail. Ability to prioritize work and meet deadlines while working with frequent interruptions. |
| Posted Preferred Qualifications |
| Associate degree in related field. Minimum two years of experience in an academic environment providing administrative support for staff and/or faculty. Knowledge of University of California policies and procedures. |