Administrative Officer

Job ID:
Location: Main Campus - UCR
Schedule: 8AM - 5PM
Category: Administrative
Salary: $66,231 - $105,862
Full/Part Time: Full-time(100%)
Organization: Bourns College of Engineering
Department: Xiaoping Hu
Application Deadline: Open Until Filled

Position Information:
The Bourns College of Engineering (BCOE) is seeking an organized and detail-oriented Administrative Officer to provide executive-level support to the Department Chair and the BECCEMM Cluster Financial Administrative Officer (FAO). This role involves managing the department's day-to-day operations, including budget analysis, financial management, and administrative tasks. The Administrative Officer will also coordinate events, handle complex scheduling, and serve as a key point of contact for faculty and staff.

The ideal candidate will have strong interpersonal and communication skills, experience in financial reporting and budget management, and the ability to work independently while supporting the department's goals. If you are a proactive problem-solver with a passion for supporting academic and research environments, we encourage you to apply.

Join us at BCOE and contribute to a thriving academic community!

The full salary range for the Administrative Officer is $31.72 - $50.70 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:
Requirements

Educational Requirements

Bachelor's degree in related area and / or equivalent experience / training.

Required

Experience Requirements

Minimum of 2 - 4 year of related experience

Required

Special Conditions
Special

Must pass a background check.

Required

This position is designated as a Mandated Reporter and will be required to complete trainings and comply with CANRA.

Required

Minimum Requirements

Ability to use sound judgment in responding to issues and concerns.

Solid communication and interpersonal skills to communicate effectively with all levels of staff verbally and in writing.

Solid organizational skills and ability to multi-task with demanding timeframes.

Working knowledge of common organization-specific and other computer application programs.

Ability to use discretion and maintain confidentiality.

Preferred Qualifications

Knowledge in UCR specific applications, policies, and procedures.

Prior experience in higher educations administration.


Additional Information:
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, faculty and staff member the resources to explore, engage, imagine and excel.

UC Riverside is recognized as one of the most ethnically diverse research universities in the country boasting several key rankings of which we are extremely proud.

• UC Riverside is proud to be ranked No. 12 among all U.S. universities, according to Money Magazine's 2020 rankings, and among the top 1 percent of universities worldwide, according to the 2019-20 Center for World University rankings.
  


• UC Riverside is the top university in the United States for social mobility. - U.S. News 2020
  


• UCR is a member of the University Innovation Alliance, the leading national coalition of public research universities committed to improving student success for low-income, first-generation, and students of color.
  


• Among top-tier universities, UC Riverside ranks No. 2 in financial aid. - Business Insider 2019
  


• Ranked No. 2 in the world for research, UCR's Department of Entomology maintains one of the largest collections of insect specimens the nation. - Center for World University Rankings
  


• UCR's distinguished faculty boasts 2 Nobel Laureates, and 13 members of the National Academies of Science and Medicine.

The University of California is an Equal Opportunity/Affirmative Action Employer with a strong institutional commitment to the achievement of excellence and diversity among its faculty and staff. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, protected veteran status, or any other characteristic protected by law.

For information about our generous employee benefits package, visit: Employee Benefits Overview

Job Description Details:
Job Description Details

General Information
ADMIN OFCR 2 CX 004263 Xiaoping Hu Robert Godoy

Positions Directly Supervised
Job CodeTitleFTE

004922

STDT 1

0.5

Department Custom Scope
As the Administrative Officer, provides executive level support and coordination to the Department Chair and BECCEMM Cluster Financial Administrative Officer (FAO). Provides budget analysis, fiscal management, and administrative support for the department which includes an annual operational budget, in addition to contracts & grants funding, and non-operational funds (i.e. revenue, gifts, initial complement, internal allocation accounts, etc.). Administers operational activities of the departments including but not limited to: financial analysis & reporting, procurement, travel, payroll, facilities, space, student services, human resources, communication, information technology, and safety. Works with BECCEMM Cluster teams and Bourns College of Engineering staff to attain departmental information for the areas of Financial/ Contracts & Grants, Financial Services, Academic Personnel/ Human Resources, and Student Services.

Represents the department in a professional manner, exercising mature judgements, diplomacy, and the utmost discretion in all communications and events. Provides solid interpersonal and communications skills to include verbal, written, critical thinking, and active listening to communicate effectively with all levels of senior managements, faculty, staff, students, and external & internal constituents. The incumbent performs responsibilities and makes decisions based on a thorough understanding of the Department Chair and FAO priorities and expectations, and takes these into account in coordinating schedules and departmental needs. Strategize and advise faculty, staff, and students on university communications, meetings/ travels schedules, campus and community events, etc.

Key Responsibilities:
Key Responsibilities DescriptionPercent Time

Administrative Operations: Administers and assist in the daily operations of the department(s) including but not limited to the following functions: finance, contracts & grants, facilities, payroll, space planning, students services, human resources, communications, information technology, safety, etc.

Responsible for the application of all University policies and procedures in support of the department's financial, operating, personnel, purchasing and travel operations. Functions as a resource on issues involving administrative policy, travel, purchasing, accounting, and finance. Researches, compiles, and summarizes complex and/ or highly sensitive issues, policies and topics. Maintains well organized records of all department files. Primary points of contacts for all existing and future faculty. Submits work orders as necessary as requested by Department Chair, FAO, or faculty. Exercise independent judgement in solving day-to-day operational needs and in making recommendations concerning departmental resources, policies, practices and operations. Anticipate operational problems and develop solutions. Brief the Department Chair and FAO in a timely manner with regard to priorities/ deadlines, on the status of pending issues and relating to problems of significance and urgency, offering suggestions when possible actions or responses are needed. Assists with the ABET accreditation as needed.

30%

Financial & Budget Support: Develop and prepare budgets and financial reports of varying complexities. Gathers and analyzes financial and other resource data; prepares reports, analysis, forecasts of operations activities, evaluates current and proposes plans, etc.

Provides analytical and management support to the Department Chair, FAO, and Dean's Office leadership. Interacts extensively with senior staff to gather needed data and information; analyzes a wide range of complex issues/ requests, and resolves or makes recommendations for resolution. Follows up to ensure issues are resolved appropriately. Gather and enter data into budget models and shadow worksheets using complex spreadsheets to track revenue and expenses. Perform transactional reviews, ensure accurate expense tracking, and export reports from financial systems such as Oracle, Google Looker, and UCR Financial Web Reports pertaining to encumbrance reports, monthly expenditures, and budget balances. Identify and review transactional problems and recommend solutions and/or alternatives in consultation with the Finance and Administrative Officer. Assist with budgetary and financial reporting for fiscal requirements including but not limited to budget assessments, presentations, and fiscal close deadlines. Actively work with multiple financial and accounting systems to track data, retrieve transactional support, and maintain accurate reporting to guide projections for future budgetary approvals and objectives.

20%

Event Coordination and Support: Plans, organizes and implements events of varying sizes such as symposiums, conferences, banquets, special lecturers, department events, etc. both on an off campus. Contacts vendors and obtains competitive quotes and provides recommendations to Department Chair and FAO. Works together with cluster administration staff assigned to specific department and ensure proper communication and adequate time provided to assist in specialized areas. Incumbent is expected to attend and support assigned events through the fiscal year and maintain a positive and professional relationships with internal and external campus partners as related to assigned events. Assists in the coordination of travel for visitors and guests related to events and process reimbursements/entertainment requests according to G-28 Travel and BUS-79 Entertainment policy and procedures.

20%

Scheduling & Communication: Coordinates calendars, makes scheduling decisions, and screen incoming mail. Synthesizes, reviews information, tracks action items, and briefs Chair and FAO in advance of meetings, conferences and travel. Ensures all logistics are taken care of relating to travel and events. Staffs various recurring and ad hoc meetings and keeps well organized meetings minutes. Assist Department Chair and FAO with course scheduling and planning of academic hires for the academic year. May assist with summer sessions planning and course offerings. Attends the needs of incoming guests, visitors, and potential students, answers and screens calls, and replies to general email communication regarding administration and processes.

15%

Participates in the development and revision of standard operating procedures and guidelines.

5%

Other Duties as assigned.

5%

Serves as backup for for the procurement, travel, and post-award management/ finance analysts and student services officer(s).

5%


To apply, visit https://jobsportal.ucr.edu/jobs/34018258







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