Under general supervision of the Executive Assistant Dean/CFAO, the incumbent is responsible for providing financial, customer service, and general operational support to the faculty and administrative staff. The Travel & Reimbursement Specialist has primary responsibility for managing travel reimbursements for School of Business faculty and staff, as well as other non-travel reimbursements. The Administrative Assistant III will also provide excellent customer service as receptionist in the Business Dean's suite.
BUSINESS SERVICES – TRAVEL & REIMBURSEMENT (75%)
Responsible for interpreting and adhering to UC Policies and Procedures as they pertain to travel and entertainment reimbursements.
Coordinates travel arrangements for faculty, staff and visiting guest by utilizing the UC Travel Program - Connexxus to obtain information on airfares and hotels. Conduct pricing comparisons to ensure that rates are economically beneficial to the traveler and UCR. Advise travelers of changes as well as information updates concerning travel.
Assist Business faculty and staff in travel and entertainment reimbursement requests. Ensure that expenditures do not exceed the published maximum rates. Ensure proper receipts and documentation have been submitted by the traveler and obtain currency conversion rates when necessary.
Verify funds availability, the business purpose for each event and within UC policy.
Work directly with the traveler to resolve any issues related to the requests and submit requests accurately and timely.
Provide training and information to Business faculty and staff on matters related to travel and reimbursements.
Identify the need for and prepare requests for exception to policy for travel reimbursements as necessary and attach required documentation.
Transact Department Authorized Purchase Order (DAPOS) as requested for visitors, airline tickets, shuttles and other necessary accommodations.
Assure compliance with immigration regulations for travelers who are not U.S. citizens and requesting travel reimbursement.
Serves as primary receptionist for the Business Dean's suite; greet visitors and provide general information, directions and answer questions; arrange for visitor parking permits; answer incoming telephone calls on Business' general phone line - take messages; provide general information.
Receive and distribute mail on a daily basis. Oversee distribution of mail for faculty, staff, graduate students, postdoctoral students and visiting scholars.
Maintain mailboxes of current Business employees. Update and create mailboxes for incoming employees and graduate students.
Receive, distribute and redirect all incoming items, including U.S. mail, intercampus mail and deliveries. Log deliveries and notify faculty and staff, that they are available for pick-up.
Ship using appropriate method such as Fed Ex, UPS, USPS or campus mail. Prepare package & shipping form. Coordinating pickup with the vendor.
GENERAL ADMINISTRATIVE SUPPORT (10%)
Responsible for ordering forms and supplies for copy machine, FAX, printers, etc. ensuring that supply levels and equipment are appropriately maintained and ready for use on a daily basis.
Arrange for office equipment service and train departmental personnel as needed, report quarterly copier meter readings.
Process requests for copying of teaching materials including exams and syllabi via Printing & Reprographics in a timely manner
Responsible for maintaining office supplies for Business faculty/staff, working with the Purchasing Specialist on ordering. Receives and verifies supply orders. Maintain office supply inventory.
Provide training and information to Business faculty and staff on copy requests
Responsible for Business conference room reservations and usage.
Work on special projects as requested by Dean and/or CFAO.
Provide backup to Purchasing Specialist on procurement activities as needed.
Provide backup to Financial Analyst, for key distribution including maintenance of key log.
Special projects and other duties as assigned.
Bachelor's degree in related area and/or equivalent (4) years of experience working in an administrative and customer service role.
Proven skill interpreting, applying and implementing complex policies, guidelines and procedures using multiple sources and ability to keep others informed.
Ability to independently organize and prioritize assignments to meet critical and/or overlapping deadlines while subject to significant interruptions, heavy foot traffic, changing priorities and fluctuating workloads.
Skill to provide superior, front-line customer service and hospitality in a fast-paced, multi-lingual and culturally diverse environment.
Demonstrated ability to interact professionally with diplomacy, patience and courtesy with diverse groups; ability to establish and maintain effective and cooperative working relationships.
Excellent oral and written communication skills.
Strong mathematical skills.
Experience with maintaining high levels of confidentiality, attention to detail, and accuracy in all areas of responsibility.
Ability to maintain a positive attitude and collaborative working relationships in an environment of constant change.
Demonstrated ability to interact and work effectively as a team player.
Demonstrated skill in using personal computer and applications such as, Microsoft Office (Word, Excel, Access and Power Point) and desktop publishing applications such as Adobe PageMaker, Photoshop, Acrobat, Microsoft Publishing, etc.
Exhibited skills in analyzing information to define problems or objectives. Identify solutions and independently act towards solving problems.
Physical requirements: Ability to walk around campus for drop-off/pick-up of items within various departments. Ability to lift, carry and move items up to 50 lbs.
Administrative Assistant experience in a university or higher education environment.
Work experience with UCR travel and entertainment policies and procedures; with travel planning and expense reporting using iTravel System.
Experience with UCR systems to include: eBuy (purchasing system), Financial System, Storehouse, Web Recharge system, P & R Work Order and ePay (online payment system).
Skill in creating/editing documents or spreadsheets utilizing using Word, Excel, PowerPoint or other software applications necessary for the responsibilities of the position.
For a detailed position description, required qualifications, and to apply for this position, please visit the UCR Human Resources website at http://jobs.ucr.edu and reference job number 201808102962.
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