General Information
| Payroll Title | BLANK AST 3 | Title Code | 004722 | Grade/Step | Working Title | Financial and Administrative Support Coordinator | |
|---|---|---|---|---|---|---|---|
| Department Name | Registrar Dept | Supervisor | Sean T Cason | Department Head | Bracken J Dailey |
Special Requirements and Conditions
| Critical Position |
| Overtime |
Level of Supervision Received
| General Direction |
Items Used
| General Office Equiptment |
Position Purpose
| As part of the Student Affairs and Enrollment Services (SAES) Financial and Administrative Services Team and the Registrars Office, and reporting to the SAES Management Services Officer (MSO) and the Director, the incumbent will provide primary administrative support to the Registrars Office in the areas of budget, personnel, human resources and general administrative support. Provide support to ensure the accuracy and appropriateness of all budget and accounting transactions. Complete monthly ledger preparation, budget shadow reports, salary savings requests and fiscal close processes. Purchase, coordinate, and oversee equipment inventory. Provide administrative support in the areas of payroll/personnel including new employee recruitment, point of contact for Payroll / Personnel Shared Services supporting payroll, on-boarding, off-boarding and leave administration, official personnel files, performance evaluations and merits. Provide backup assistance to the other nine SAES units in the area of budget, personnel, human resources, and administrative support as needed. |
Essential Functions
| Essential Function | % Time |
|---|---|
| Budget Support | 50 |
| Uses working knowledge of campus policies and procedures as well as understanding of office needs and priorities to provide financial support to the Registrars Office. Identifies and review discrepancies in the budget and in consultation with Financial and Administrative Manager, recommends solutions and/or alternatives to these problems. Gathers and enters ledger data into budget shadow system with the preparation of annual budgets using spreadsheets, formulas, and pivot tables to track expenses/income and project future expenses/income. Exports and summarizes staffing budget data into worksheets for management's use in long range staffing and recruitment planning. Reviews monthly budget expenditures, and creates accurate reports to present to the Registrar and MSO to monitor budget balances. In coordination with the SAES MSO, compares and reviews reports to update the Registrar and Management Services Officer (MSO) Student Affairs and Enrollment Services of balances for year-end. In consultation with the Financial and Administrative Manager, gathers data for the fiscal close process to appropriately zero out budget categories. Prepares documents for salary and turnover savings; monitoring the budget for use of the savings. |
|
| Administrative Support | 25 |
| Orders and maintains office supplies for the Registrars Office. Surveys vendors for purchase of goods and supplies and identifies most cost effective means of purchasing in accordance with UCR Purchasing policies. Prepares recharges, purchase orders, and requisitions following the UCR Purchasing policies and regulations. Processes all reimbursements in accordance with policy and procedures assuring proper receipts, and signatures and appropriateness of expenses. Attends Travel Coordinator Meetings. Coordinates travel arrangements (flights schedule, ground transportation, and hotel) in compliance with UCR and Student Affairs policy and procedures). Maintains the key roster for the department. Oversees the staff vacation calendar. Provides additional administrative support to the Registrars Office and other SAES department staff as needed. Creates a welcoming environment that establishes mutual respect and care for students and clients. |
|
| Personnel and Payroll Support | 10 |
| Responsible for coordinating with Payroll / Personnel Shared Services in matters of payroll, on-boarding, off-boarding and leave administration. Assist with the coordination and administrative support of the recruitment process. Create and maintain official personnel files, performance evaluations, merits, and Leave Without Pay (LWOP). Applies and assures compliance with all personnel policies and procedures. Responsible for assuring timely, accurate and effective reporting of personnel actions to Payroll / Personnel Shared Services. In coordination with Payroll / Personnel Shared Services, enters all requests for hiring and termination of employees. Coordinates internal departmental on-boarding and off-boarding processes. Processes transactions as the Departmental HR Coordinator for HR business systems. In consultation with the Financial and Administrative Manager, creates and implements internal procedures as necessary. |
|
| Administrative Support to the Registrar | 10 |
| Serves as the administrative assistant to the Registrar. Coordinates daily and long-range activities of the Registrar. Maintains a complex calendar of appointments, conferences, and travel, coordinating all details. Plans office activities, assists in coordinating office reorganizations, create reports and make recommendations. Coordinates all travel arrangements for Registrar. Coordinates preparation of relevant appointment briefing and background materials for the Registrar and ensure the materials are provided in a timely manner for the Registrar to review. Exercises judgment regarding written or oral requests for the Registrar's time/consultation. Informs the Registrar of time sensitive issues/materials as they occur and are received. Prepares administrative files and maintains master file list. Prepares correspondence for the Registrar as needed. Oversees, maintains, and organizes workroom files, supplies, equipment, and scanning equipment. Assists the Registrar with special projects as needed. |
|
| Other | 5 |
| Other duties as assigned. | |
Minimum Requirements
| Minimum Requirement | Display Ranking |
|---|---|
| 1 | |
| Four (4) years demonstrated related experience or an equivalent combination of education and experience. | |
| 2 | |
| Experience with processing routine financial accounting/purchasing transactions with an online financial system and identifying account variances and researching discrepancies | |
| 3 | |
| Demonstrated experience with data exporting, tracking, preparation of spreadsheets and documenting transactional back up reports using software applications such as Word, Access, Excel, etc. to include functions of Excel such as pivot tables and formulas. | |
| 4 | |
| Administrative experience in an office environment providing administrative support such as calendaring for staff and/or faculty, coordinating administrative activities, travel and programming, etc. including strong record keeping skills and attention to detail. | |
| 5 | |
| Ability to plan, organize and prioritize assignments to independently meet deadlines and complete tasks in an accurate manner, under pressure of constant interruption. | |
| 6 | |
| Strong verbal and written skills to communicate effectively and professionally with a diverse population of staff, students, and faculty, using tact and diplomacy | |
| 7 | |
| Demonstrated ability to process travel and entertainment arrangements and purchasing using online systems | |
| 8 | |
| Demonstrated administrative support experience. | |
| 9 | |
| Experience in communicating administrative policies and establishing guidelines and procedures. | |
Preferred Qualifications
| Preferred Qualification | Display Ranking |
|---|---|
| 1 | |
| Experience making travel arrangements and managing calendars. | |
| 2 | |
| Experience with UCR mainframe systems, including PeopleSoft. | |
| 3 | |
| Knowledge of various UCR online applications such as eBuy, iTravel, and PPS. | |
| 4 | |
| Familiarity with Fund accounting structure. | |
| 5 | |
| Experience working with online calendaring systems | |
| 6 | |
| Knowledge of UC Human Resources policies and procedures. | |
| Posted Position Purpose |
|---|
| Come join a dynamic growing team of administrative support professionals in Student Affairs and Enrollment Services. Providing primary administrative support to the Office of the Registrar, and reporting to the Financial and Administrative Manger, we are dedicated to creating the best possible experience for our student population! We are committed to providing an inclusive environment that attracts a workforce which mirrors the diversity of the campus, which is ranked 4th in the nation as most diverse, and surrounding community. The Financial and Administrative Coordinator is responsible for providing support on matters of budget, payroll, personnel, and office management. Responsible for organizing and maintaining records and files as related to financial process / reporting, human resources, and space administration. Participates in fiscal process, space planning, and inventory control. Transactional responsibility for the fiscal and budgetary processes, including general ledger, accounts payable, personnel and payroll coordination functions, and fiscal year-end closing. Maintains Registrar's calendar. Requires compliance with federal, state, university and outside agency policies and procedures, including maintenance of confidential records. The salary range for this position: $21.85 per hour to $23.39 per hour. |
| Posted Minimum Requirements |
| Four (4) years demonstrated related experience or an equivalent combination of education and experience. Experience with processing routine financial accounting/purchasing transactions with an online financial system and identifying account variances and researching discrepancies Demonstrated experience with data exporting, tracking, preparation of spreadsheets and documenting transactional back up reports using software applications such as Word, Access, Excel, etc. to include functions of Excel such as pivot tables and formulas. Administrative experience in an office environment providing administrative support such as calendaring for staff and/or faculty, coordinating administrative activities, travel and programming, etc. including strong record keeping skills and attention to detail. Ability to plan, organize and prioritize assignments to independently meet deadlines and complete tasks in an accurate manner, under pressure of constant interruption. Strong verbal and written skills to communicate effectively and professionally with a diverse population of staff, students, and faculty, using tact and diplomacy Demonstrated ability to process travel and entertainment arrangements and purchasing using online systems Demonstrated administrative support experience. Experience in communicating administrative policies and establishing guidelines and procedures. |
| Posted Preferred Qualifications |
| Experience making travel arrangements and managing calendars. Experience with UCR mainframe systems, including PeopleSoft. Knowledge of various UCR online applications such as eBuy, iTravel, and PPS. Familiarity with Fund accounting structure. Experience working with online calendaring systems. Knowledge of UC Human Resources policies and procedures. |