Administrative Assistant III | University of California Riverside - Military Veterans

Administrative Assistant III Job ID: Location: Main Campus - UCR Schedule: 8AM - 5PM Category: Administrative Salary: $59,383 - $85,107 Full/Part Time: Full-time(100%) Organization: College of Humanities Arts & Social Sciences Department: Anthro Soci Admin Unit Dept Application Deadline: Open Until Filled Position Information: The Administrative Assistant III will support the planning, development, management, and implementation of all phases of accounting administration. Responsible for financial support to faculty, staff, and students for the Anthro-Soci department. Provide accounting functions such as analyzing, monitoring, preparing and recording financial information to reflect the condition of the Units and provides other statistical data to control operations. Event coordination; plans and executes events such as lectures, colloquia, conferences, luncheons, receptions, and meetings. Arranges room scheduling, room set-up, media resources, catering, parking, and other event needs. Transact procurement and disbursements, performs financial analysis of funding sources by retrieving, organizing, and validating data, and serves as Transactor and/or Reviewer. Prepares and processes expenses as appropriate; interprets and implements procedures to ensure compliance with university policies and agency specific terms and conditions. Maintains fiscal integrity for all transactions, ensuring supporting documentation is in auditable and reportable condition. Act as Pro-card Department Card Administrator (DCA). Ensures adequate check follow-up on all requests related to purchasing, travel, entertainment, reimbursements, accounts receivable billing, and returns for credit. The full salary range for the Administrative Assistant III 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. This is a limited position with maximum hours up to 500 hours. Requirements: Experience Requirements One (1) to two (2) years of administrative work experience; and a Bachelor's degree in a related field; or an equivalent combination of college education and professional experience (e.g. 5 years of administrative work experience). Required Experience with finance and business operations such as placing orders, tracking inventory and processing payments. Required Special Conditions Special Overtime Required Travel Outside of Normal Business Hours Required Minimum Requirements Skill and experience with identifying account variances and researching accounting discrepancies. Skill in creating and editing spreadsheets and reports using PC applications Word and Excel to analyze and summarize accounting data. Analytical skills and the ability to independently research questions and make appropriate contacts for problem solving. Management skills to plan, coordinate, and direct numerous complex activities with competing deadlines and interruptions in a fast paced environment. Ability to work independently; organizing and prioritizing workload and maintaining strict attention to detail. Ability to interpret and effectively articulate complex policies and procedures, both orally and in writing. Ability to interact and communicate effectively, both orally and in writing, with a diverse group of students, faculty, professional staff, administrators, and campus personnel. Ability to and maintain cooperative working relationships and work in a team environment. Excellent interpersonal skills including tact, diplomacy, adaptability, skill in recognizing politically sensitive situations, and maintain confidentiality at all times. Skill using Windows platform applications such as Microsoft Word and Excel Demonstrated knowledge and skill of concepts and practices of event planning, including the ability to effectively work with invited guests. Demonstrated administrative experience working with financial accounting. Budget management skills and ability in the practical application of fractions, percentages, performing routine statistical, and mathematical computations. Demonstrated experience processing complex financial accounting transactions with an on-line financial system. Preferred Qualifications Knowledge of UC financial and administrative policies and procedures, particularly those related to event planning and purchasing. 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 BLANK AST 3 Job Code 004722 Grade Department Head Jennifer Syvertsen Supervisor Kimberly Linsley Department Custom Scope The Administrative Assistant III will support the planning, development, management, and implementation of all phases of accounting administration. Responsible for financial support to faculty, staff, and students for the Anthro-Soci department. Provide accounting functions such as analyzing, monitoring, preparing and recording financial information to reflect the condition of the Units and provides other statistical data to control operations. Event coordination; plans and executes events such as lectures, colloquia, conferences, luncheons, receptions, and meetings. Arranges room scheduling, room set-up, media resources, catering, parking, and other event needs. Transact procurement and disbursements, performs financial analysis of funding sources by retrieving, organizing, and validating data, and serves asTransactor and/or Reviewer. Prepares and processes expenses as appropriate; interprets and implements procedures to ensure compliance with university policies and agency specific terms and conditions. Maintains fiscal integrity for all transactions, ensuring supporting documentation is in auditable and reportable condition. Act as Pro-card Department Card Administrator (DCA). Ensures adequate check follow-up on all requests related to purchasing, travel, entertainment, reimbursements, accounts receivable billing, and returns for credit. The full salary range for the Administrative Assistant III 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. This is a limited position with a maximum hours up to 500 hours. Key Responsibilities: Budget Monitoring Prepare cost analysis to ensure adequate funding exists for procurement and personnel expenditures, as well as any projected changes. Perform cost analysis in accordance with policies, procedures, guidelines, terms and conditions governing purchasing activities on all types of fund sources and obtains proper authorization for all transactions from Chair, FAO, and/or Principal Investigator (PI) as required. Establish and monitor vendor/purchasing blankets, renewing prior expiration or requesting additional funds before reaching value limit. Work with Purchasing to negotiate contracts and prepare necessary documentation for purchase orders. Assist in the PO Encumbrance Report take appropriate actions to release encumbrances and/or update PO. Provide training and information to faculty and staff on appropriate procurement methods. Identify the need for and prepare requests for exception to policy for entertainment reimbursement as necessary and attach required documentation. 35% Financial Transactions and Accounting Operate as lead travel expert and serve as primary travel coordinator that works with CHASS travel team and guests. Assist in the preparation of complex and often multi-FAU domestic and international Concur reimbursement for ladder faculty, staff, students, visitors, and faulty recruitment candidates. Obtain currency conversion rates when necessary. Ensure that expenditures do not exceed the published maximum rates for entertainment. Arrange and process all removal expenses and reimbursements for new academic appointees. Coordinate move with purchasing and prepare removal travel vouchers for reimbursement. Authorize cash advances for travel to clear advances within campus guidelines. Download, archive, retrieve, and analyze data from department and campus sources. Respond to management requests for financial information that can include the collection of complex data from multiple sources for a variety of reporting activities and organizes information in a clear, comprehensible format. Work with FAO to prepare and/or assist in the completion of specialized payroll and expense reports. Assist the FAO in the development and implementation of internal controls and practices for the Unit. Update user financial statements with pending expenses, calculate projection for fund balances, analyze statements and offers observations and recommendations for management actions. Monitor accounting and make independent decisions regarding the best course of action to resolve problems within UC policies and procedures. Assists FAO with fiscal closing activities. Assist FAO with tracking staff salary actions. Provide required documentation to PAN reviewer on a timely basis. Work closely with FAO and Chairs to expedite approvals for time sensitive material. 35% Event Coordination Serve as the Unit's Event Coordinator; Coordinate all events such as lectures, colloquia, conferences, meetings, receptions, etc. Plan meetings with individuals and/or committees; Assist with budget estimates for events, coordinating and verifying availability of funding sources with other departmental staff personnel prior to placing any orders. Schedule and reserve conference rooms or other facilities. Maintain calendar for designated events; anticipates potential conflicts and suggest alternatives; Coordinate and revise events on the web-based UCR Events Calendar, Scotmail, and college listserv distributions. Prepare event materials; Compile materials and ensures timely distribution to appropriate individuals and maintain meetings list. Compose flyers, visitor correspondences, itineraries, and other related event documents. Develop and manage database files, event files, and mailing lists. Coordinate accommodations such as transportation, hotel, and meeting locations arrangements. Process purchase orders using the online purchasing systems; Ensure proper accounts are billed correctly for chargeable items. Verify expenses are proper, funding source codes are correct, and the mathematical accuracy of purchase and travel documents. Establish and maintain professional working relationships with individuals and project teams and works as a liaison with on/off campus customers, vendors, and other campus departments. Use on-line systems to facilitate related work. 25% Other Responsible for equipment inventory, copier coordination, key distribution, and serves as the Unit's Safety Coordinator. Assists in office coverage, answering phones, distributing mail, and maintaining bulletin boards. Attend financial user group meetings to stay abreast of policy and procedure changes, e.g.: UC Path, DBA, Concur, purchasing, and UCR Oracle Financial. Assist FAO and Budget Analyst with various projects as requested. Assist in space management and bring all concerns or issues to the attention of the FAO. Exercise good judgement and make independent decisions consistent with UCR policies and procedures. Other duties as assigned. 5% To apply, visit https://jobsportal.ucr.edu/jobs/34373670 Copyright 2024 Jobelephant.com Inc. All rights reserved. Posted by the FREE value-added recruitment advertising agency jeid-31b39890f4962a4db9b4ada8ce51ffc2