"Administrative Officer - Chancellor's Office"

Position Information

*Please note that applicants must submit both a cover letter and a resume to receive full consideration.*

Reporting to the Associate Chancellor, the Administrative Officer provides executive-level administrative and operational support to the Office of the Chancellor and the Office of Government & Community Relations. The position plays a central role in ensuring the efficiency, professionalism, and continuity of the Chancellor's Immediate Office operations, while also supporting the broader administrative and fiscal functions of the Government & Community Relations unit. The Administrative Officer provides high-level administrative support to the Associate Chancellor across various issues, projects, and initiatives. Responsibilities include scheduling, correspondence, and coordinating with campus and systemwide leadership. The position also serves as back-up calendar support for the Chancellor and ensures operational continuity during staff absences in support of the Sr. Executive Analyst & Coordinator to the Chancellor. In addition, the Administrative Officer supports travel planning, financial reconciliation, and calendaring for Government & Community Relations, coordinating meetings with internal and external stakeholders to support effective engagement with community and government partners. The role also involves drafting, editing, and reviewing professional correspondence, reports, and communications on behalf of the Associate Chancellor and the Chancellor's Office, always maintaining confidentiality and professionalism. In support of business and financial operations, the Administrative Officer manages transactions in alignment with university policies. This includes processing travel arrangements, reimbursements, purchasing transactions, and account reconciliations. The role oversees procurement activities such as vendor coordination, purchase order processing, and payment tracking.

The full salary range for the Administrative Officer - Chancellor's Office is $73,600 - $133,200 annually. However, the expected pay scale for this position is up to $103,400 annually. 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 in related area and/or equivalent experience/training. Required

Experience Requirements

• 4 - 7 years of related experience. Required
• Experience in higher education. Preferred
• Experience using UCR financial systems and applications. Preferred
• Experience in event management and/or program development. Preferred

Minimum Requirements

• Knowledge of a variety of administrative operations activities such as events planning, basic fundraising processes, risk management planning, website design, accounting and payroll, and contracts and grants regulations and guidelines.
• Thorough knowledge of financial analysis and reporting techniques, and/or human resources policies and procedures for staff and academic employees.
• Ability to use discretion and maintain confidentiality.
• Strong skills in short term planning, analysis and problem-solving and customer service.
• Interpersonal skills including verbal and written communication, active listening, critical thinking, persuasiveness, advising and counseling skills.

Preferred Qualifications

• Thorough knowledge of University rules and regulations, processes, protocols and procedures for budget, accounting and fund management, and/or personnel management.
• Solid knowledge of common University-specific computer application programs. Advanced knowledge of common University-specific computer application programs.
• Knowledge of UC systems, policies, and procedures.

Job Description Details

Department Custom Scope

Reporting to the Associate Chancellor, the Administrative Officer provides executive-level administrative and operational support to the Office of the Chancellor and the Office of Government & Community Relations. The position plays a central role in ensuring the efficiency, professionalism, and continuity of the Chancellors Immediate Office operations, while also supporting the broader administrative and fiscal functions of the Government & Community Relations unit.

The Administrative Officer provides high-level administrative support to the Associate Chancellor across various issues, projects, and initiatives. Responsibilities include scheduling, correspondence, and coordinating with campus and systemwide leadership. The position also serves as back-up calendar support for the Chancellor and ensures operational continuity during staff absences in support of the Sr. Executive Analyst & Coordinator to the Chancellor. In addition, the Administrative Officer supports travel planning, financial reconciliation, and calendaring for Government & Community Relations, coordinating meetings with internal and external stakeholders to support effective engagement with community and government partners. The role also involves drafting, editing, and reviewing professional correspondence, reports, and communications on behalf of the Associate Chancellor and the Chancellors Office, always maintaining confidentiality and professionalism.

In support of business and financial operations, the Administrative Officer manages transactions in alignment with university policies. This includes processing travel arrangements, reimbursements, purchasing transactions, and account reconciliations. The role oversees procurement activities such as vendor coordination, purchase order processing, and payment tracking. The officer also works closely with Financial Planning & Analysis, Accounting, and Procurement to ensure fiscal accuracy and compliance, while maintaining organized and auditable records of all budgets, expenditures, and transactions. This role requires a strong understanding of university policies and systems, outstanding organizational skills, and the ability to manage confidential and sensitive matters with sound judgment and discretion.

On an operational level, the Administrative Officer leads daily administrative functions to ensure the smooth functioning of the Chancellors Immediate Office. The role may provide support to other units within the Chancellors organization, including Legal Affairs. Responsibilities include managing the scheduling and logistics of the Chancellors conference rooms and coordinating events such as campus town halls and leadership sessions. As Building Supervisor for Emergency Conditions, the officer ensures safety preparedness and compliance with campus protocols, and serves as the point of contact for resolving basic technology and facility issues in collaboration with campus partners.

Strategically, the Administrative Officer serves as a liaison between the Associate Chancellor, the Assistant Vice Chancellor for Government & Community Relations, the Senior Executive Analyst & Coordinator to the Chancellor, and other senior administrative staff. The Administrative Officer facilitates communication between the Chancellors Office, campus departments, the UC Office of the President, and external stakeholders. The role also supports project coordination and provides administrative assistance for strategic initiatives and special projects that advance the mission of the Chancellors organization. Proactively identifying administrative needs, the Administrative Officer recommends and implements process improvements to enhance operational efficiency and service delivery.

Key Responsibilities

• Administrative Operations (40%): Manages the daily office operations of the Chancellors immediate office, including all administrative, office event calendaring, budgetary, financial, and operational aspects, and human resources, ensuring the seamless execution of daily operations in alignment with organizational priorities. Serves as the primary advisor and point of coordination for addressing a broad range of complex and sensitive operational matters presented to the Associate Chancellor, including those requiring discretion and confidentiality. Manages the full administrative infrastructure, including budget development and oversight, financial transactions, procurement, travel, facilities, and technology needs. Leads the implementation of administrative initiatives and special projects, while proactively identifying and resolving organizational challenges.
• Special Program & Projects Management (30%): Provides strategic and operational support to the Associate Chancellor by developing, executing, and managing complex projects and programs, including cross-campus initiatives, executive communications, stakeholder engagement efforts, and special projects that advance institutional priorities. Oversees project timelines, deliverables, and quality standards, ensuring alignment with institutional goals and priorities. Coordinates office-wide initiatives, events, and special committee meetings. Prepares comprehensive analyses, briefing materials, reports, agendas, and presentations for the Associate Chancellor, tailored for both internal stakeholders and external partners. Manages the preparation of materials for external engagements by ensuring all relevant updates and supporting documentation are thoroughly gathered, vetted, and ready for the Associate Chancellors review and use.
• Travel Coordination & Management (25%): Oversees and strategically manages complex scheduling, travel logistics, and reconciliation for the Associate Chancellor, the Assistant Vice Chancellor for Government & Community Relations, and the Chief Campus Counsel. Ensures seamless alignment of executive calendars, meetings, and travel with institutional priorities and operational goals, optimizing time and resource efficiency across the unit.
• Other duties as assigned (5%)

To apply, visit https://apptrkr.com/6731466