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Details
Posted: 29-May-25
Location: Riverside, California
Type: Full-time
Internal Number: 6261118
Administrative Support Coordinator
Job ID:
Location: Main Campus - UCR
Schedule: 8AM - 5PM
Category: Administrative
Salary: $66,231 - $105,862
Full/Part Time: Full-time(100%)
Organization: Planning Budget & Administration
Department: Veronica Ruiz
Application Deadline: Open Until Filled
Position Information:
The full salary range for the Administrative Support Coordinator is $31.72 - $50.70 per hour. However, the expected pay scale for this position is from $31.72 - $35.88 per hour. We base salary offers on a variety of considerations, such as education, licensure and certifications, experience, and other business and organizational needs.
As part of the Administrative Services & Strategic Executive Team (ASSET) and under the direction of the Associate Director, the Administrative Support Coordinator supports the finance and administrative operations of a small to large-sized non-academic and academic departments and organizational units. Provides daily and long-term Financial and Administrative services to the Organizations of Enrollment Services, Undergraduate Education and International Affairs. The incumbent will provide support to special and complex assignments requiring considerable judgment and initiative needed to resolve problems and make recommendations. The incumbent will accept responsibility for transactions within various campus systems (e.g., Oracle Financials, Workfront, ServiceLink, etc.). Responsible for documenting, communicating, and disseminating department, campus, and UC policies and guidelines; fostering and sustaining appropriate customer/partner relations. To be successful in this role requires ingenuity, flexibility, very strong attention to detail, and strong communication skills.
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.
Requirements:
Requirements
Educational Requirements
Experience Requirements
Special Conditions
Special
Minimum Requirements
Preferred Qualifications
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 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:
Job Description Details
General Information
ADMIN OFCR 2 CX 004263 Veronica Ruiz Carmen Rivera
Department Custom Scope
As part of the Administrative Services & Strategic Executive Team (ASSET) and under the direction of the Associate Director, the Administrative Support Coordinator supports the finance and administrative operations of a small to large-sized non-academic and academic departments and organizational units. Provides daily and long-term Financial and Administrative services to the Organizations of Enrollment Services, Undergraduate Education and International Affairs. The incumbent will provide support to special and complex assignments requiring considerable judgment and initiative needed to resolve problems and make recommendations. The incumbent will accept responsibility for transactions within various campus systems (e.g., Oracle Financials, Workfront, ServiceLink, etc.). Responsible for documenting, communicating, and disseminating department, campus, and UC policies and guidelines; fostering and sustaining appropriate customer/partner relations. To be successful in this role requires ingenuity, flexibility, very strong attention to detail, and strong communication skills.
Key Responsibilities:
Key Responsibilities DescriptionPercent Time
Participates in the development and revision of standard operating procedures and guidelines to include process improvement.
Assesses and recommends changes to maintain compliance with federal and state requirements and internal policies. Serves to assist units in maintaining business continuity and provide financial and administrative team related support. Assists in ensuring adherence to internal control to protect university resources.
Serves as a University ProCard Holder. Use professional concepts to apply organizational policies and procedures to oversee the accuracy of a variety of ongoing administrative and financial operational functions which may include accounts payable, accounts receivable, purchasing, recharge billing, university fleet leasing, and travel/entertainment.
Surveys external suppliers for the purchase of goods and supplies and identifies most cost-effective means of purchasing in accordance with UCR Purchasing policies. Process invoices, verifying accuracy and coordinating payments for suppliers.
Prepares recharges, purchase orders, and requisitions following the UCR Purchasing policies and regulations.
Processes all reimbursements in accordance with policy and procedures assuring proper receipts, and signatures, and appropriateness of expenses.
Coordinates travel arrangements, including airfare and conference registration and processes reimbursement for ground transportation, lodging, etc. in compliance with UC / UCR policies and procedures.
Provide administrative support tasks and services to assist in daily operations, such as managing insignia and publications to include FEDEX Mailing.
Attends UCR/UCPath Financial Trainings, Impact23 Procurement and Concur Travel/ePay trainings and meetings.
Provides analytical and project management support to the Financial & Administrative Officer, Director, and CFAO. Interacts extensively with staff to gather needed data and information; analyzes a wide range of complex issues/requests; manages documentation and resolves or makes recommendations for resolution.
Administers a defined operational program, risk assessments or activities which may include some of the following functions: finance, facilities, space planning, student services, communications, informational technology or safety.
Supports UCR hosted events to include event/entertainment policy compliance, project planning of resources, procurement, HRMS Contract-Out Approval, room reservations, dining requests, parking, police services, special ground requests, mailings, print orders, vehicle reservations, physical plant requests, timely payment to vendors, post event analysis, etc.
Gathers and analyzes financial and other resource data; prepares reports or analyses of operational activities; evaluates current and proposed services, project presentations, and reports for executive review, etc.
Ensures projects are properly monitored, fiscal controls are in place, internal controls are followed and reporting requirements are prepared timely and accurately.
Oversight and administration of long-term external suppliers, vendor service agreements, and partnerships.
Supports the ASSET partners/departments/divisions/ORG's including engagement by coordinating and processing daily and long-term support services related to budget, finance, procurement, billing, contract and grants (support pre and post-award), accounting, and other financial activities and services.
Conducts trends analyses, tracking budgetary allocations, expenses and variances to help develop resulting recommendations.
Functions as a resource on issues such as researching complex financial discrepancies, escalated customer service problems and supplier concerns. Identifies and thoroughly examines discrepancies, offering recommendations for solutions or alternatives to resolve these issues.
Uses working knowledge of campus policies and procedures as well as an understanding of office needs and priorities to provide financial support to ASSET partners.
Collaborate with other departments to gather financial information or support cross-functional financial initiatives.
Completes financial reviews and completes routine entries as required to allocate expenses to correct COA's.
May need to support and assist Financial Analyst with fiscal closing.
Ensures the delivery of quality customer service to various constituencies to include internal department partners and external vendors.
Serves to assist units in maintaining business continuity and support for financial related matters and finance and administrative team related support. Assists in ensuring adherence to internal control to protect university resources.
With a focus on creating value for our customers, creates an environment that demonstrates accurate, prompt, courteous, and consistent service. Be a driver of efficiency, responsiveness, accuracy, dependability, and the relentless pursuit of administrative excellence.
To apply, visit https://jobsportal.ucr.edu/jobs/35751957
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