General Information
| Payroll Title | BLANK AST 3 | Title Code | 004722 | Grade/Step | Working Title | Administrative Assistant - Harvest Shared Services Center | |
|---|---|---|---|---|---|---|---|
| Department Name | CNAS Personnel Service Center | Supervisor | Sarah R Dillon | Department Head | Jennifer V Farias |
Special Requirements and Conditions
| Critical Position |
Level of Supervision Received
| General Supervision |
Items Used
| Standard office equipment, such as personal computer, printer and other peripherals, copier, phone & fax, scanner, label maker, etc. |
Position Purpose
| The Harvest Shared Services Center delivers academic personnel, payroll, and human resource services for the College of Natural and Agricultural Sciences (CNAS), and also provides payroll and leave administration services for the College of Humanities and Social Services (CHASS), The Office of Research and Economic Development (RED), The University of California Institute for Mexico and the United States (UCMEXUS), and Academic Senate. The unit is divided into three sections: Academic Personnel, HR, and Payroll, each led by a Director. The incumbent is responsible for providing administrative support to the unit, to include: maintaining each director's calendar, taking minutes at staff meetings and following-up on action items, serving as the first point of contact for the public and provide backup to the Payroll and Academic Personnel Assistants. This position works at the front desk, screening visitors and responding to inquiries on a variety of subjects. The incumbent must be detail oriented as well as, maintain appropriate discretion to deal with confidential and sensitive issues. |
Essential Functions
| Essential Function | % Time |
|---|---|
| Administrative support for Harvest Shared Service Center | 50 |
| Manage schedules for the Academic Personnel Director and the HR/Payroll Director using electronic calendar system. Anticipate potential conflicts, suggest alternatives and coordinate changes. Trouble shoot office equipment/maintenance coordination for College Building North. Prepare, submit and follow up on Help-desk tickets forwarded to C&C for repair and maintenance of equipment. Update the electronic office calendar to note vacation, sick and out of office status for unit staff. Update and maintain current contact information and work assignments listings for office staff Main point of contact for all building maintenance issues. Prepare, submit and follow up on physical plan work orders. Update and maintain hard copy and electronic filing systems for the unit in accordance with UC and UCR retention policies. Ensure easy retrieval of documents and reports. Maintain building occupancy directories and assist with organizing the Units files. Set-up/take-down conference room laptop and projector for meetings requiring such equipment. Maintain minimum inventory of office supplies, ordering necessary items from Storehouse or outside vendors (suggest alternatives and find cost savings). Process all requests for supplies. Other duties and ad hoc projects as assigned. |
|
| Human Resource Projects and Backup to Payroll and Academic Personnel Assistants | 30 |
| Send out College communication for Human Resources on behalf of the HR Director *Send Performance Appraisal emails, training material and reminders *Send Bargaining Contract communication to all employees Collect and consolidate data to create reports for HR, AP and Payroll. Use multiple sources to generate reports. * Create a tracking spreadsheet for staff recruitments (lists of candidates for search committee members for CNAS Harvest recruitments) *Create end-date monitoring report and send to departments monthly to solicit feedback *Run HRDW queries *Work with APSU to gather information for Academics with termed appointments Compile Historical I-9 documents Aid in onboarding new hires Process Salary Cost Transfers in UCPath. Follow up with departments on open SCT requests. Independently gathers information and prepares documents for Senate and Non-Senate Academic appointments, reappointments and Visa processing with strict adherence to Academic Personnel policies and procedures Serve as backup to payroll assistants Attend HR, Payroll and Academic Personnel staff meetings to take minutes and disseminate notes. |
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| Access management for Harvest Shared Service Center | 20 |
| Serve as the first point of contact for Harvest and manage controlled access into the building. Works at front desk for building. Greet and screen all visitors and University employees and maintain the sign-in log. Assist visitors and University employees with questions and directions. Act as emergency coordinator for building. Coordinate with emergency responders. |
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Minimum Requirements
| Minimum Requirement | Display Ranking |
|---|---|
| No information record yet | |
Preferred Qualifications
| Preferred Qualification | Display Ranking |
|---|---|
| No information record yet | |
| Posted Position Purpose |
|---|
| The Harvest Shared Services Center delivers academic personnel, payroll, and human resource services for the College of Natural and Agricultural Sciences (CNAS), and also provides payroll and leave administration services for the College of Humanities and Social Services (CHASS), The Office of Research and Economic Development (RED), The University of California Institute for Mexico and the United States (UCMEXUS), and Academic Senate. The unit is divided into three sections: Academic Personnel, HR, and Payroll, each led by a Director. The incumbent is responsible for providing administrative support to the unit, to include: maintaining each director's calendar, taking minutes at staff meetings and following-up on action items, serving as the first point of contact for the public and provide backup to the Payroll and Academic Personnel Assistants. This position works at the front desk, screening visitors and responding to inquiries on a variety of subjects. The incumbent must be detail oriented as well as, maintain appropriate discretion to deal with confidential and sensitive issues. |
| Posted Minimum Requirements |
| High School Diploma plus five (5) years of Administrative Experience or an equivalent combination of education and experience. Demonstrated skill utilizing Microsoft Suite including Outlook, Word & Excel. Operational experience with PowerPoint and Internet. Demonstrated knowledge in maintaining calendars for individuals using web-based calendaring software. Administrative support experience, including strong organizational skills and ability to exercise independent judgment. Demonstrated skill and experience writing clear, concise and grammatically correct correspondence and meeting minutes as needed. Experience prioritizing assignments to complete work in a timely manner under the pressure of deadlines and interruptions. Demonstrated experience working independently and as a member of a team. Demonstrated interpersonal skills to professionally interact with faculty, staff, students and co-workers. Ability to provide information and direction to a diverse population in a diplomatic and tactful manner. Ability to work in an environment that requires a high level of confidentiality. |
| Posted Preferred Qualifications |
| Administrative experience in an academic environment providing administrative support for staff and/or faculty. Experience with payroll, human resources, or academic personnel. Demonstrated experience with UCR on-line service systems. |