Administrative Assistant III

University of California, Riverside; California (MO); Hybrid; USD 42,000 - 61,000; Full time

Job summary

University of California, Riverside is seeking an Administrative Assistant III to support a large academic unit. This role handles a broad range of administrative and accounting tasks, including travel reimbursements, order processing, and seminar logistics, for over 250 faculty, staff, and students.

The position requires in-person work with hybrid days and adherence to UC policies. Candidates should have five years of office experience or a Bachelor's degree with one year of related work.

Qualifications

• Five years of related experience in office administration, or a Bachelor's degree and one year of experience.
• Experience in higher education preferred.
• Ability to work independently with minimal supervision and manage competing priorities.

Responsibilities

• Provide general administrative support for EMN Administration and 250+ faculty, staff, and students.
• Coordinate procurement activities including processing orders and travel/ entertainment reimbursements.
• Assist with seminars, mail distribution, and visitor reception.
• Maintain filing/records systems and protect confidentiality; support department chairs.

Skills

Organizational skills

Communication skills

Confidentiality

Multitasking

Microsoft Office

Education

Bachelor's degree or equivalent

Tools

Microsoft Office

Adobe PageMaker

Photoshop

Acrobat

Microsoft Publisher

Access

PowerPoint

Job description

Position Information

EMN Administration is looking for a highly organized, detail-oriented Administrative Assistant III to join our team. As part of the EMN Administrative Unit, the Administrative Assistant III serves as an assistant for a large unit with multiple entities (including the Department of Evolution, Ecology & Organismal Biology and Department of Molecular, Cell & Systems Biology; the Natural Reserve System; the Stem Cell Center and an Undergraduate Program and two Graduate Programs). The AAIII must perform various administrative and office support activities in a high-volume, fast-paced environment. The Administrative Assistant III performs general administrative and accounting duties coordinating and assisting the Procurement Supervisor, including processing order requests, travel and entertainment reimbursements, and multiple recharge using web-based applications. Also assists with seminar duties, mail distribution, answering phones, greeting and directing visitors, and other miscellaneous administrative duties for over 250 faculty, staff, and students and general assistance to EMN's Department Chairs. The position is responsible for adherence to UC Policies and Procedures applicable to these functions. 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. For information on how to submit proof of vaccination please visit the EHS Q&A Site. The full salary range for the Administrative Assistant III is $30.82 - $44.16 per hour. However, the expected pay scale for this position is $30.82 - $32.27 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 position does require working in person on campus. The department currently is hybrid but the successful candidate must be able to adjust for more in-person days to accommodate the operational needs of the department if needed.

Requirements

Educational Requirements

Five (5) years of related experience in office administration, or a Bachelor's degree and (1) year of experience, or an equivalent combination of education and experience.

Required Experience

Demonstrated experience working for an institution of higher education.

Preferred Experience

Minimum of 4 years of experience in an office environment providing administrative support.

Minimum Requirements

• Demonstrated skill in interpreting policy and procedures as related to position and keeping others informed of the policy and procedure.
• Demonstrated skill in working independently and following through on assignments with minimal supervision; work effectively with frequent interruptions; meet schedules and deadlines.
• Demonstrated skill in prioritizing assignments to complete work in a timely and accurate manner under pressure of deadlines, interruptions, and competing priorities and requirements. Ability to work successfully on multiple tasks simultaneously and adjusts priorities quickly. Excellent organizational skills.
• Demonstrated skill in using personal computer and applications, Microsoft Office applications (Word, Excel, Access, and Power Point) and desktop publishing applications such as Adobe PageMaker, Photoshop, Acrobat, Microsoft Publisher, etc.
• Demonstrated ability to maintain confidentiality of information and records and excellent oral and written communications skills.
• Demonstrated ability to interact professionally with diplomacy, patience and courtesy with diverse groups; ability to establish and maintain effective and cooperative working relationships.
• Demonstrated skills in analyzing information, problems, situations, practices or procedures to define problems or objectives. Identify solution, and independently act towards solving problem(s).
• Demonstrated skill in proofreading materials to recognize and correct errors in spelling, grammar, punctuation, and conformance to established standards and guidelines.
• Demonstrated ability to set up and maintain filing/records system.

Preferred Qualifications

• Knowledge of UCR travel and entertainment policies and experience preparing travel vouchers using concur system.
• Knowledge of University of California financial structure, processes, documents, and systems.
• Working knowledge of commonly used accounting principles and applications. Skill in preparing and maintaining financial information and records. Demonstrated skills to develop spreadsheets and databases.
• Skilled in taking minutes during meetings

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 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