Position Details
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Administrative Assistant for the Development Office and Dean's Suite
| Job Number | Full/Part Time | Schedule | Salary |
|---|---|---|---|
| 201404025324 | Full Time | 8AM - 5PM | $56,982 - $81,683 |
Position Information
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.
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.
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.
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.
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.
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.
Additional Information
In the Heart of Inland Southern California, UC Riverside is located on nearly 1,200 acres near Box Springs Mountain in Southern California; the park-like campus provides convenient access to the vibrant and growing Inland region. The campus is a living laboratory for the exploration of issues critical to growing communities' air, water, energy, transportation, politics, the arts, history and culture. UCR gives every student the resources to explore, engage, imagine and excel.
At UC Riverside we celebrate diversity and are proud of our #8 ranking among the nation for most diverse universities (US News and World Report 2012-13). Become part of a place that fosters success for all its constituents, students, faculty, and staff, and where work/life balance and campus culture are integral to our way of life.
UCR is ranked 46th among top public universities (US News and World Report 2012-13) and is an Equal Opportunity and Affirmative Action Employer with a strong institutional commitment to the achievement of excellence and diversity among its faculty and staff.
For information about our generous employee benefits package, visit: Employee Benefits Overview
At UC Riverside we celebrate diversity and are proud of our #8 ranking among the nation for most diverse universities (US News and World Report 2012-13). Become part of a place that fosters success for all its constituents, students, faculty, and staff, and where work/life balance and campus culture are integral to our way of life.
UCR is ranked 46th among top public universities (US News and World Report 2012-13) and is an Equal Opportunity and Affirmative Action Employer with a strong institutional commitment to the achievement of excellence and diversity among its faculty and staff.
For information about our generous employee benefits package, visit: Employee Benefits Overview