Administrative & Special Projects Officer

provides administrative support and special project coordination for organizational units that the Administrative Services and Strategic Executive Team (ASSET) supports, which includes, but is not limited to, the Office of the Chancellor, the Office of the Provost and Executive Vice Chancellor (EVC), the Vice Chancellor of Planning, Budget and Administrative Services (PB&A), Facilities Services, the Vice Chancellor of Health, Well-being, and Safety, and Auxiliary Services. The organizations that ASSET supports are some of the campus's largest and most complex units, serving 29 Divisions, encompassing 78 departments, with combined annual expenditures of over $200 million. The Administrative and Special Projects Officer supports all aspects of the unit's functions, including financial and procurement operations, human resources, academic personnel operations, special projects, and space/facilities management. The Administrative and Special Projects Officer will independently research issues, develop reports, and present recommendations to management both orally and in writing. The incumbent must be able to work with constantly changing priorities, unanticipated urgent demands, and multiple tasks. 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 Master's degree in related area and/or equivalent experience/training. Preferred Experience Requirements 4 - 7 years of related experience. Required Special Conditions Must successfully pass a background check prior to employment. Required Minimum Requirements Thorough knowledge of financial analysis and reporting techniques, and/or human resources policies and procedures for staff and academic employees. 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. Ability to use discretion and maintain confidentiality. Interpersonal skills including verbal and written communication, active listening, critical thinking, persuasiveness, advising and counseling skills. Strong skills in short term planning, analysis and problem-solving and customer service. Working knowledge and experience preparing and processing online financial transactions, that may include purchase orders, check requests, travel arrangements, and work orders while adhering to established policy and procedures and maintain accuracy. Ability to adapt to changing priorities. Proficiency in the use of spreadsheet and data base software. 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 UCR Procurement and Financial systems (ie. Oracle Financials, Concur, e-pay, looker, etc). Working knowledge of University administrative, financial, HR/AP, and payroll policies and procedures. Key Responsibilities 25% Manages, plans and administers a range of administrative operations in a small to medium academic department, or a small to medium non-academic department or program. Responsible for the management of all special projects initiatives that are requested by the Chancellor, Provost, or VC PB&A leadership. This includes but is not limited to operational logistics, processing transactions, budgetary reports, HR support, etc. These programs may be short in duration (i.e. One time committed funds) or long term (Employee Emergency Fund Program). Tracks reports and executes assigned project schedules and quality goals. Conceives, plans, and implements large-scale and local programs, and special committee meetings. Drafts communications and documents for special projects including project management tracking reports. Manages the daily office operations for assigned units including all administrative, operational aspects, and administrative support for large group meetings. Responsible for managing incoming and out-coming mail and packages. Responsible for supporting Executive Searches and other recruitment's with travel logistics and coordination, including travel needs as transportation, lodging, and meals. Administrative operations include budgetary, financial, procurement and human resources management and may include some of the following functions: IT, space management, procurement, facilities, student services, and/or contracts and grants. Responsible for processing financial transactions and maintaining track of work orders. Responsible for ensuring all policies and procedures are being followed, including the coordination and drafting memos for exceptional and additional approvals. Responsible for acting as primary financial transactor for the ASSET Team and for the units that ASSET Supports. Acts as back up financial transactor for units when needed. Coordinates deposits/Banner Billing transactions for supported organizations as needed. Maintains accurate and orderly financial files and other associated records. Acts as Primary liaison for all IT requests and support for ASSET and all the units it supports.