Financial and Administrative Assistant

Financial and Administrative Assistant

The UCR Library is searching for a Financial and Administrative Assistant. Under the general supervision of the Chief Financial Officer for the University Library, the incumbent provides financial and administrative support to the Chief Financial Officer, Planning and Budget and Library Administration. The position will also support the Associate University Librarians with scheduling meetings, travel coordination and related expenses.

The full salary range for the Financial and Administrative Assistant is $61,282.80 - $87,821.28 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.

Educational Requirements

Degree - Requirement

Five (5) years of related experience or an equivalent combination of education and experience. Bachelor's degree in Business Administration or related field. Preferred.

Experience Requirements

Experience - Requirement

Minimum of 5 years of experience in an office environment providing administrative and/or operational support. Experience using UC systems and applications. Preferred. Experience in a University/higher education setting. Preferred. Experience scheduling complex meeting logistics and travel arrangements with attendees from multiple offices/locations; and experience interpreting, applying, and explaining policies and procedures related to travel, entertainment, general purchasing, and accounting. Preferred. Experience with processing routine financial accounting transactions in an online environment. Preferred. Demonstrated experience with the UCR Financial System, recharge system, and other UCR online purchasing and campus work order systems. Preferred.

Minimum Requirements

Ability to exercise discretion and sound judgment, foster a respectful, cooperative, professional and courteous environment, maintain confidentiality, and employ tact and diplomacy. Interpersonal skills sufficient to interact diplomatically with external clients, donors, vendors, students, and University personnel at various organizational levels. Excellent oral, written and interpersonal communication skills, and the ability to work effectively with a wide variety of people from all levels of internal and external organizations. Ability to compose business correspondence, edit, and use correct spelling, punctuation, and grammar. Ability to accurately apply a wide variety of policies and procedures. Knowledge of UC policies and procedures. Ability to work as a team-player and establish and maintain cooperative working relationships. Ability to display initiative and remain flexible in a fast-paced and changing environment. Ability to organize work, establish priorities, meet deadlines and perform accurate, detailed work. Skill in utilizing a personal computer and office software applications such as Microsoft Excel, Word, and Outlook and demonstrated experience in accessing and retrieving data from on-line applications, purchasing, and financial systems; skill in maintaining accurate records with strict attention to detail.

Preferred Qualifications

Demonstrated experience with the UCR Financial System, recharge system, and other UCR online purchasing and campus work order systems.

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 Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected categories under state or federal law. It is the policy of the University of California to undertake affirmative action and anti-discrimination efforts, consistent with its obligations as a Federal and State contractor.

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

General Information

Job Title BLANK AST 3 Job Code 004722 Grade Department Head Mihoko Hosoi Supervisor Jacqueline Bates

Department Custom Scope

Under the general supervision of the Chief Financial Officer for the University Library, the Financial and Administrative Assistant provides financial and administrative support to the Chief Financial Officer, Planning and Budget and Library Administration. The position will also support the Associate University Librarians with scheduling meetings, travel coordination and related expenses.

Key Responsibilities

Description - Percent Time

Administrative Support Effectively manage calendars and arrange appointments with key individuals, proactively addressing potential conflicts and offering suitable alternatives. Secure and organize conference rooms and other essential facilities to ensure seamless meetings. Serve as a knowledgeable liaison on behalf of designated individuals, delivering information whether political, confidential, or routine with the utmost tact and professionalism. Identify and escalate issues that require the attention of the CFO, conducting thorough research, consulting established campus resources, and presenting actionable solutions. Compile and distill information to provide concise briefs for designated individuals ahead of meetings, conferences, and travel, allowing ample time for review and decision-making. Create comprehensive daily background files that include vital travel details such as maps and key contacts for meetings with external stakeholders. Expertly coordinate meetings by arranging suitable venues, necessary audiovisual setups, room layouts, catering services, and sending out timely invitations and notices. Facilitate efficient conference calls as needed. Prepare insightful agendas, accurately record minutes, and diligently follow up on action items to ensure accountability. Smoothly coordinate travel arrangements by assessing flight schedules, ground transportation options, and hotel or meeting locations, all while adhering to university policies. Develop detailed itineraries for each trip that encompass all necessary meeting and conference materials in the absence of the financial services analyst. Contribute to analytical tasks, performing web searches, gathering pertinent information, and organizing data for clear presentation. Coordinate the use of Library facilities and scheduling for coverage of critical Library services including research and instructional services. Coordinate the inventory, storage and maintenance of office supplies and equipment. - 50%

Financial and Purchasing Support Function as a financial transactor and pro-card holder for the department. Initiates purchase order requests in the online purchasing system. Research cost considerations and works with the CFO to ensure purchases adhere to university policies and procedures. Collect and prepare procurement requests for office supplies, materials, and services using internal online systems. Work with departments, and financial staff to purchase and process information requests, assist with fiscal closing activities, and comply with audits regarding transactions and purchases. Process web recharges, parking permits, R'cards and serve as a backup to the Financial Services Analyst. Facilitate and process purchase requests for a wide variety of supplies and services to support departmental needs. This includes: operations such as office supplies, equipment, furniture, vendor services, and professional development; student programming, which involves acquiring event supplies, promotional and award items, and entertainment for public services; scheduling operations, including customer purchase orders, contract forms, and supplies for conference rooms. All activities must comply with procurement policies and procedures. Ensure the timely processing of requisitions, supplier registrations, payments, reimbursements, and credit card transactions to meet fiscal deadlines and requirements. Maintain accuracy in all purchasing transactions by tracking orders and deliveries, verifying invoices and payment vouchers, and managing purchasing records. Utilize multiple online purchasing and financial systems, such as Oracle and Concur, to reconcile transactions, resolve discrepancies, and provide transparent reporting. - 40%

Other duties as assigned - 5%

Serve as back-up for the Executive Assistant to the University Librarian, as needed. - 5%