Dean's Office Administrative Assistant

Job ID:
Location: Main Campus - UCR
Schedule: 8AM - 5PM
Category: Administrative
Salary: $59,383 - $85,107
Full/Part Time: Full-time(100%)
Organization: Bourns College of Engineering
Department: BCOE Deans Office Dept
Application Deadline: Open Until Filled

Position Information:
Join Our Team! Administrative Assistant Role at Marlan and Rosemary Bourns College of Engineering

Position Overview
Join the Marlan and Rosemary Bourns College of Engineering as an Administrative Assistant, where you will play a crucial role in supporting the Dean's Office and enhancing the efficiency of daily operations. This position offers the opportunity to contribute to the college's administrative effectiveness, working closely with staff, faculty, and students to ensure seamless travel coordination, event planning, and front desk operations.

What You Will Do?

Travel Coordination and Processing: Manage travel arrangements and process reimbursements for the Dean's Suite, Student Affairs, MESA, and Student Professional Development.

Administrative Support: Serve as the primary point of contact for front desk communications, including answering phones, greeting visitors, and managing office supplies.

Event Coordination: Assist with scheduling, organizing, and supporting events for the Dean's Office and across the college, ensuring smooth execution.

Purchasing and Payroll Assistance: Support the Procurement Analyst and Executive Assistant with purchasing orders, reimbursements, payroll processing, and scheduling.

Special Projects: Contribute to special initiatives, inventory management, and policy development to enhance office operations.

Why You Should Apply?

Impact and Growth: Be part of a dynamic team where your contributions improve the college's operational efficiency and administrative excellence.

Professional Development: This position offers opportunities for growth within a supportive academic environment.
Collaborative Team: Work alongside dedicated professionals in an engaging and collegial atmosphere committed to the success of students and staff.

If you are detail-oriented, thrive in a fast-paced environment, and want to contribute to the success of our academic community, we want to hear from you! Apply now to become an essential part of the Marlan and Rosemary Bourns College of Engineering.

The full salary range for the Dean's Office Administrative Assistant is $28.44 - $40.76 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

High school diploma or equivalent experience
Required

Experience Requirements

Minimum of 5 - 7 Years of related experinece, or an equivalent combination of education, experience or training
Required

Special Conditions
Special

Must pass a background check.
Required

Minimum Requirements

Requires good verbal and written communication skills, active listening, critical thinking, multi-tasking and time management skills.

Thorough knowledge of administrative procedures and processes including word processing, spreadsheet and database applications.

Skill in managing sensitive and confidential information regarding bargaining unit issues.

Requires interpersonal and work leadership skills to provide guidance to other nonexempt personnel.

Demonstrated experience in working independently and following through on assignments with minimal direction.

Experience in prioritizing assignments to complete work in a timely manner under the pressure of deadlines, interruptions, and competing priorities and requirements.

Basic understanding of event planning and coordination.

Communication: Excellent verbal and written communication skills, with the ability to interact professionally with diverse stakeholders.

Organization: Strong organizational skills to manage multiple tasks such as travel arrangements, event coordination, and administrative duties.

Problem-Solving: Ability to resolve non-standard issues, particularly in administrative and travel coordination contexts.

Time Management: Efficient in handling scheduling, planning, and administrative duties simultaneously.

Technical Skills: Proficient in MS Office Suite (Word, Excel, PowerPoint), email management, and video conferencing tools like ZOOM.

Ability to interpret and explain complex policies and procedures clearly to faculty, staff, and visitors.

Ability to maintain confidentiality and exercise sound judgment when handling sensitive communications.

Capability to handle travel coordination, event planning, and assist with payroll processing accurately and efficiently.

Ability to work both independently and as part of a team, demonstrating initiative in improving office processes.

Preferred Qualifications

Knowledge of travel coordination and expense management processes.

Familiarity with university administrative policies and procedures, particularly in purchasing, payroll, and financial documentation.

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:
General Information

Job Title
004722

Grade
Christopher Lynch

Supervisor

The position requires the ability to manage multiple tasks, adapt to shifting priorities, and respond to urgent requests in a fast-paced environment. This is a full-time, 100% in-person role to ensure seamless customer service and operational continuity.

Key responsibilities include managing the front desk operations, answering and directing multiple phone lines, responding to a variety of inquiries, and managing the conference room and parking rentals. The position also serves as the primary contact for travel arrangements and processing for the Dean's Suite, the Student Professional Organizations (clubs), Student Affairs, the MESA Program, and the Student Success Center.

Additionally, this role assists with event coordination for the Dean's Office and college-wide events, which includes vendor coordination, order processing, and logistical arrangements. The incumbent provides back-up support to the Procurement Analyst for purchasing tasks, assists with payroll processing, and supports the Executive Assistant with managing travel arrangements and calendars for leadership.

The position also assists with purchasing and payroll for the College of Engineerings departments and programs as needed. Other duties include scheduling meeting rooms within the College, distributing building keys, coordinating security card access, and maintaining the reception area. The incumbent is also responsible for receiving and logging packages and incoming mail.

Key Responsibilities:

Travel Coordination and Processing:
Coordinate and process travel for the Dean's Suite, Student Professional Organizations (clubs), Student Affairs, MESA, and the Student Success Center.

Arrange travel and process reimbursements for staff, and coordinate group travel for student clubs and teams.

Communicate travel policies and procedures, document travel, and follow-up on billing issues.

Serve as back-up travel coordinator for the Dean's Executive Assistant.

May analyze trends in travel and expense management.

30%

Receptionist and Administrative Support for Deans Office Suite:
Serve as the main point of contact for communications in the Dean's Office (answer phones, greet visitors).

Screen and manage incoming communications, directing them appropriately while being mindful of the sensitive nature of the College's operations.

Develop relationships with UCR units, academic departments, and external partners to facilitate issue resolution.

Manage office supplies, track shipments (Federal Express, UPS), and maintain archives for purchase records.

Schedule conference rooms, assist with ZOOM setup, and arrange for equipment maintenance as needed.

20%

Event Coordination and Support:
Assist with scheduling, organizing, and coordinating events, including catering, travel arrangements, and equipment setup.

Greet event guests and provide special attention to their needs.

Maintain mailing lists, update contact information, prepare mail merges, and handle photocopying and distribution of materials.

15%

Administrative Support for Purchasing and Scheduling:
Serve as a back-up to the Procurement Analyst for processing purchasing orders and reimbursements.

Assist the Executive Assistant with managing calendars, scheduling meetings, and coordinating travel.

10%

Payroll Processing and Administrative Management:
Assist department Office Manager and Administrative Supervisor with payroll processing and reviewing payroll reports for accuracy.

Process payroll updates and transfers as required.

10%

Correspondence and Written Materials:
Prepare correspondence and written materials for department management.

Edit and proofread documents to ensure content consistency and adherence to UCR policies.

Assist with analytical tasks, such as gathering data, conducting research, and preparing reports.

Administrative Policy Compliance:
Collaborate with professional staff to create templates and procedural guides to implement policies and procedures aimed at improving front desk operations and administrative support functions.

Ensure compliance with existing administrative policies and identify solutions for resolving non-standard issues that may arise.

Establish procedures to prevent problems, streamline operations, and enhance overall effectiveness in managing college facilities.

Special Projects and Inventory Management:
Assist with annual inventory of equipment, participate in special projects, and support college-wide initiatives.

Collaborate with staff to develop and implement policies to improve office operations and maintain compliance.

5%

To apply, visit https://jobsportal.ucr.edu/jobs/34126739

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