Administrative Specialist

University of California, Riverside; California (MO); On-site; USD 30,000 - 50,000; Full time

Job summary

The Administrative Specialist at University of California, Riverside provides essential administrative support to the Director and staff of the Student Conduct and Academic Integrity Programs (SCAIP). The role requires maintaining a professional, organized and confidential environment while handling budget, payroll, purchasing, travel, and equipment needs for the department.

Responsibilities include coordinating department technology, preparing reports for data sharing with partners, and

Qualifications

• Bachelor's degree in related area and/or equivalent experience / training.
• Advanced degree in Accounting, Business, or a related field.
• Minimum of 5 years of demonstrated related experience or an equivalent combination of education and experience.
• Experience within a customer service oriented environment responding to and meeting/exceeding the needs of the faculty, staff, students and the community and be able to work effectively as an individual, a team member, and with diverse groups.
• Administrative experience in an office environment providing administrative support.
• Demonstrated experience with data exporting, tracking, preparation of spreadsheets and documenting transactional back up reports using software applications such as Word, Excel, PowerPoint, etc.
• Demonstrated experience with Oracle Financials.
• Demonstrated experience with workflow management within a shared services environment.
• Knowledge of diversity, equity and inclusion including an understanding of the historical and social context of diversity, equity and inclusion, and of the intersections of identities including but not limited to: race, ethnicity, gender identity and expression, sexual orientation, religious, ability, immigration status, socio-economic status.
• Knowledge, sensitivity and understanding of the social, political, personal and cross-cultural needs, concerns and interests of students and people of intersecting identities in the campus community and thorough understanding of our respective mission, vision and values.

Responsibilities

• Provide administrative support to the Director and staff of SCAIP and maintain an organized office environment.
• Oversee the department budget, payroll/personnel, purchasing, travel and equipment needs.
• Coordinate the department's technological applications and prepare required reports for data sharing with partners.
• Process new incident reports, set up case files and assist with case management tasks.
• Coordinate and implement assigned projects.

Skills

Budget management

Data reporting

Oracle Financials

Workflow management

Supervisory skills

Diversity & inclusion

Communication skills

Education

Bachelor's degree in related field

Advanced degree in Accounting/Business

Tools

Word

Excel

PowerPoint

Oracle Financials

Job description

Position Information

Provides primary administrative support to the Director and staff of Student Conduct and Academic Integrity Programs (SCAIP) department. Maintains a professional, organized, positive and open environment reflective of the department's priorities and management style. Upholds the highest level of tact, confidence and decisiveness while working in a high-volume/high sensitivity service area. The incumbent must be self-motivated to develop a thorough knowledge of the academic, student development, and administrative issues with which SCAIP is concerned. Responsible for office operations including, but not limited to, oversight of department's budget; audit and process all payroll/personnel, purchasing, travel and equipment needs for department; coordinate the department's technological applications; prepare reports required for data sharing with University partners and to comply with state and federal requirements; process entry of new incident reports into the conduct database, set up case files and assist with administrative tasks of case management; and coordinate and implement assigned projects. The full salary range for the Administrative Specialist is $32.74 - $52.32 per hour. However, the expected pay scale for this position is up to $36.13 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. Finalists will be required to complete a skills assessment as part of the selection process.

Requirements

Educational Requirements

• Bachelor's degree in related area and/or equivalent experience / training.
• Advanced degree in Accounting, Business, or a related field.

Experience Requirements

• Minimum of 5 years of demonstrated related experience or an equivalent combination of education and experience.
• Experience within a customer service oriented environment responding to and meeting/exceeding the needs of the faculty, staff, students and the community and be able to work effectively as an individual, a team member, and with diverse groups.
• Administrative experience in an office environment providing administrative support.
• Demonstrated experience with data exporting, tracking, preparation of spreadsheets and documenting transactional back up reports using software applications such as Word, Excel, PowerPoint, etc.
• Demonstrated experience with Oracle Financials.
• Demonstrated experience with workflow management within a shared services environment.

Minimum Requirements

• Skills in judgment and decision-making, problem solving, identifying measures of system performance and the actions to improve performance. Troubleshoot issues with tact and provide guidance within policy boundaries.
• Ability to use discretion and maintain all confidentiality.
• Solid communication and interpersonal skills to communicate effectively with all levels of staff, both verbally and in writing.
• Solid organizational skills and ability to multi-task with demanding timeframes.
• Demonstrated knowledge of supervisory and personnel management skills and strategies to provide oversight of shared services team members, including experience with training and evaluating the performance of diverse team, providing day-to-day oversight.
• Knowledge of diversity, equity and inclusion including an understanding of the historical and social context of diversity, equity and inclusion, and of the intersections of identities including but not limited to: race, ethnicity, gender identity and expression, sexual orientation, religious, ability, immigration status, socio-economic status.
• Knowledge, sensitivity and understanding of the social, political, personal and cross-cultural needs, concerns and interests of students and people of intersecting identities in the campus community and thorough understanding of our respective mission, vision and values.

Preferred Qualifications

• Familiarity with environment of UC Riverside or comparable academic institution and relevant issues concerning students, staff, and faculty. Knowledge of UC Riverside academic environment and administrative policies and procedures.
• Working knowledge of common organization-specific and other computer application programs.

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

Job Description Details

Department Custom Scope

The Administrative Specialist provides critical administrative support to the Director and staff of Student Conduct and Academic Integrity Programs (SCAIP) department. The expectation of this position is to maintain a professional, organized, positive and open environment reflective of the department's priorities and management style. This includes upholding the highest level of tact, confidence and decisiveness while working under the pressure of constantly changing priorities, unanticipated urgent demands, and multiple tasks and projects with competing deadlines. The incumbent must be self-motivated to develop a thorough knowledge of the academic, student development, and administrative issues with which SCAIP is concerned. The administrative specialist is responsible for office operations including, but not limited to, oversight of department's budget; assist with budget planning and forecasting; monitor, balance, track and organize all budget funds; prepares budget reports for Director and Financial and Administrative Manager; audit and process all payroll/personnel, purchasing, travel and equipment needs for department; coordinate the department's technological applications; prepare reports required for data sharing with University partners and to comply with state and federal requirements; process entry of new incident reports into the conduct database, set up case files and assist with administrative tasks of case management; and coordinate and implement assigned projects.