General Information
| Payroll Title | BLANK AST 3 | Title Code | 004722 | Grade/Step | Working Title | Administrative & Financial Assistant | |
|---|---|---|---|---|---|---|---|
| Department Name | Art:Art History Admin Dept | Supervisor | Susan S Komura | Department Head | Jason D Weems |
Special Requirements and Conditions
| Critical Position |
Level of Supervision Received
| General Direction |
Items Used
Position Purpose
| The Art and Art History departments have 18 Faculty FTE, 10-15 temporary faculty and several diverse operations, including a Visual Resources Collection, and four instructional diverse areas with robust Arts labs: Photo/Digital, Painting, Sculpture and Video. There are 3 Art History tracks, one undergraduate Art BA, as well as MA and MFA programs, and a PhD program in Art History. Under the general supervision of the Financial & Administrative Officer for Art and Art History and the Chairs, is responsible for all matters related to purchasing in a fast paced environment. Processes campus work orders, on-line travel, check requests in compliance with UCR Policy and Procedures. Works with FAO in the monitoring and maintenance of routine and non-routine matters related to space and coordinating relevant Facilities work order scheduling. Coordinates and processes Visiting Artists and/or Art models financial and administrative tasks. Coordinates student lab assistant hiring and inputs all student payroll/personnel entries into the snapshot system. Reconciles monthly ledgers according to established campus and college policies and practices. Supports routine matters related to student services and initiates and processes instructional support matters. Provides administrative, computer and reception support. Hires and trains student assistants for Art and Art History administration. Assists with departmental events. |
Essential Functions
| Essential Function | % Time |
|---|---|
| Purchasing | 50 |
| Processes approximately 1000 purchase requests annually with a wide variety of complexity for instruction, research and support and administrative purchasing needs; including electronic, computer hardware, software, art related chemicals, laboratory supplies and furniture. Apprise faculty and staff on proper purchasing procedures. Liaison with appropriate units on related Purchasing matters. Select appropriate funding source from various funds, including course materials fees, digital sales and service, and several donor, revenue, general/designated and grant funds. Analyzes and interprets policies, procedures and guidelines governing purchasing activities on all fund sources. Uses EBuy on UCR proprietary on-line ordering system for processing availability, soliciting quotations and contacting vendors. Negotiate best terms and price quality, availability and timely delivery. Ensure payment and resolves problems. Identify best procedure and uses Procurement card when appropriate. Keeps requestors informed about delays, back orders or other problems with orders; work with the UCR Accounting office and purchasing to consult on problems and resolve as quickly as possible. Using EBuy Database, track purchases through payment, releasing encumbrances and canceling orders as needed using the various on-line financial software. Purchasing authority: up to $5,000 (except for preauthorized agreements); orders in excess of limitation go to Purchasing for processing. |
|
| Financial/Payroll/Personnel/Benefits | 40 |
| Responsible for reconciling ledgers and ensuring back-up documentation is stored. Responsible for processing hire documents for all staff personnel and inputting the information into the snapshot system and provides back up to Academic Personnel payroll/personnel on the snapshot system. Keeps informed of benefits and employment related policies. Coordinates hiring of student undergraduate lab assistants and helps to ensure lab sections are covered. Monitors instructional support funds, grants, tracks and compiles other activities expenses. Responsible for working with Shared Services Center to ensure payroll is accurate. Coordinates Art Digital Ink billing, Banner Online billing and deposits checks. Assists in preparing financial statements. Back-up to Photo/Video Supervisor for Banner online billing. Processes Itravel vouchers, prepares numerous Epay forms, including entertainment reimbursements. Processes campus orders and is main office contact for various campus systems such as fleet, storehouse, parking, printing, communications . Submits snapshot requests to Shared Service Center for the hiring of student assistants. Processes and researches procedures and policy related to travel requests on Itravel, check requests, including entertainment, for Art and Art history faculty, staff, students. Processes and coordinates travel through campus Fleet Services using the Rspace software system. Attends related user meetings (UCRFS, ePay, Benefits, Itravel, etc.) to keep informed of policy and procedures. |
|
| Instructional support, Student Affairs support, Supervision, Reception, Facilities, Event Coordination | 10 |
| Responsible for maintaining and overseeing department inventory of records of essential information on equipment and ensures compliance with Equipment Management policies and procedures. Notifies Equipment Management of modifications, additions and deletions of items in inventory. Serves as main office contact for Facilities. Back up for hazardous waste, disposal, using on-line system. Scheduling and coordinating of Facilities and Communications work orders; coordinating and monitoring work progression through to completion. Departmental Safety Coordinator, work with Environmental Health and Safety and Facilities Manager. Assist with coordinating appropriate evacuation procedures are followed and attend training sessions. Working with the Graduate Coordinator, regarding routine matters related to Graduate Financial matters. Textbook coordinator, order desk copies and TA copies as needed from publishers; assist with placing book orders when needed; follow up on desk copies and UCR bookstore orders to ensure books are available prior to quarter beginning. Coordinator of Printing & Reprographic orders. Submits all printing requests such as syllabi, mid terms and finals. Primary contact with copier vendor regarding any problems with copiers. Other duties assigned; works with department Financial and Administrative Officer to administer special projects, as assigned. Coordinates events and travel; advises on policy such as per diem and entertainment rates. Point of contact for general questions. |
|
Minimum Requirements
| Minimum Requirement | Display Ranking |
|---|---|
| 1 | |
| Five (5) years of demonstrated responsible administrative experience; or BA and one (1) year of experience, or an equivalent combination of education and experience. | |
| 2 | |
| Demonstrated ability to analyze and interpret information, practices, policies and procedures. | |
| 3 | |
| Knowledge and experience working with on-line purchasing and financial systems. | |
| 4 | |
| Strong analytical skills and ability to research, analyze and use good judgment in resolving problems. |
|
| 5 | |
| Experience performing purchasing work at progressive levels of responsibility in a fast paced environment. | |
| 6 | |
| Ability to organize and prioritize workload to ensure multiple deadlines are met. | |
| 7 | |
| Ability and skill to proficiently operate a PC for spreadsheets, databases, word processing and flyer design. | |
| 8 | |
| Ability to interact and communicate effectively, orally and in writing, with faculty, staff and personnel in various campus departments. | |
| 9 | |
| Skill in coordinating administrative activities by determining the time, place and sequence of actions to be taken. | |
| 10 | |
| Administrative experience in an office environment providing administrative support while demonstrating excellent customer service. | |
Preferred Qualifications
| Preferred Qualification | Display Ranking |
|---|---|
| 1 | |
| Training and experience on Purchasing and Financial policy and procedures of UCR. | |
| 2 | |
| Knowledge and experience working with on-line purchasing and financial systems such as Ebuy and iTravel. | |
| 3 | |
| Experience using an on-line payroll system. | |
| Posted Position Purpose |
|---|
| The Art and Art History departments have 18 Faculty FTE, 10-15 temporary faculty and several diverse operations, including a Visual Resources Collection, and four instructional diverse areas with robust Arts labs: Photo/Digital, Painting, Sculpture and Video. There are 3 Art History tracks, one undergraduate Art BA, as well as MA and MFA programs, and a PhD program in Art History.
Under the general supervision of the Financial & Administrative Officer for Art and Art History and the Chairs, is responsible for all matters related to purchasing in a fast paced environment. Processes campus work orders, on-line travel, check requests in compliance with UCR Policy and Procedures. Works with FAO in the monitoring and maintenance of routine and non-routine matters related to space and coordinating relevant Facilities work order scheduling. Coordinates and processes Visiting Artists and/or Art models financial and administrative tasks. Coordinates student lab assistant hiring and inputs all student payroll/personnel entries into the snapshot system. Reconciles monthly ledgers according to established campus and college policies and practices. Supports routine matters related to student services and initiates and processes instructional support matters. Provides administrative, computer and reception support. Hires and trains student assistants for Art and Art History administration. Assists with departmental events. |
| Posted Minimum Requirements |
| Five (5) years of demonstrated responsible administrative experience; or BA and one (1) year of experience, or an equivalent combination of education and experience. Demonstrated ability to analyze and interpret information, practices, policies and procedures. Knowledge and experience working with on-line purchasing and financial systems. Strong analytical skills and ability to research, analyze and use good judgment in resolving problems. Experience performing purchasing work at progressive levels of responsibility in a fast paced environment. Ability to organize and prioritize workload to ensure multiple deadlines are met. Ability and skill to proficiently operate a PC for spreadsheets, databases, word processing and flyer design. Ability to interact and communicate effectively, orally and in writing, with faculty, staff and personnel in various campus departments. Skill in coordinating administrative activities by determining the time, place and sequence of actions to be taken. Administrative experience in an office environment providing administrative support while demonstrating excellent customer service. |
| Posted Preferred Qualifications |
| Training and experience on Purchasing and Financial policy and procedures of UCR. Knowledge and experience working with on-line purchasing and financial systems such as Ebuy and iTravel. Experience using an on-line payroll system. |