"Administrative Assistant"

The Administrative Assistant provides essential administrative support to faculty, students, and staff in the departments of Economics and Political Science. Working under the supervision of the Financial & Administrative Officer (FAO), this role coordinates the departments' colloquia series, serves as the primary receptionist, and assists the FAO and Financial Analysts with accounting, financial transactions, travel coordination, event support, and general administrative tasks. This role conducts all purchasing and reimbursement operations as well as organizing travel and honoraria for outside guests. Additionally, the incumbent will conduct daily walkthroughs of two large buildings to identify any facility needs, submit work orders for necessary repairs, and follow up on their completion. The incumbent will also serve as a key resource for students and faculty, ensuring that administrative processes run smoothly and efficiently.

Please be advised that candidates will be required to take a skills assessment as part of the interview process. The full salary range for the Administrative Assistant is $28.44 - $40.76 per hour. However, the expected pay scale for this position is up to $33.39 per hour. We base salary offers on a variety of considerations, such as education, licensure and certifications, experience, and other business and organizational needs. Applicants must have current work authorization when accepting a UCR staff position. Currently, we are unable to sponsor or take over sponsorship of an employment Visa for staff. As a University employee, you will be required to comply with all applicable University policies and/or collective bargaining agreements, as may be amended from time to time. Federal, state, or local government directives may impose additional requirements.

Requirements:

• Educational Requirements: Bachelor's Degree (Preferred)
• Experience Requirements: Minimum of 5 years of administrative experience in an office environment providing administrative support for staff and/or faculty; or an equivalent combination of education and related experience (Required)
• Special Conditions: Overtime and Shift Work (Required)
• Minimum Requirements: Skill in coordinating administrative activities; communicating effectively; working in teams; drafting letters and memos; maintaining accurate records; interacting diplomatically; understanding policies; creating and editing documents; using spreadsheets; researching and problem-solving; focusing on customer needs; organizing tasks; interacting with various communities.
• Preferred Qualifications: Knowledge of UC and UCR policies on travel, entertainment reimbursement, and visiting appointments.

Key Responsibilities:

• Financial and Procurement Support: Processes purchase requests, uses Oracle Financial, resolves discrepancies, prepares ePay forms, assists with grants, manages documentation.
• Office Management: Maintains supplies, serves as contact for services, ensures compliance, conducts walkthroughs, manages access, enters surveys.
• Safety and Compliance: Serves as Safety Coordinator, maintains emergency plans.
• Academic and Administrative Support: Coordinates textbooks, manages lists, oversees printing, takes minutes, organizes meetings.
• Event Coordination: Manages colloquia, seminars, conferences, promotions, vendor orders, parking, travel, honoraria, recruitment efforts.
• Facilities & Office Management: Conducts walkthroughs, submits work orders, manages space, orders supplies, assists with transitions.
• Technology & Software Proficiency: Maintains records in systems like Concur and Oracle, uses Microsoft and Google Suite, assists with surveys and website updates.
• Miscellaneous & Special Projects: Assists with policies, initiatives, submissions, and academic journal management.

To apply, visit https://jobsportal.ucr.edu/jobs/35505609.