Administrative & Special Projects Officer

Job ID:
Location: Main Campus - UCR
Schedule: 8AM - 5PM
Category: Administrative
Salary: $73,600 - $133,200
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 & Special Projects Officer is $73,600 - $133,200 annually. However, the expected pay scale for this position is from $73,600 - $92,000 annually. We base salary offers on a variety of considerations, such as education, licensure and certifications, experience, and other business and organizational needs.

Under the general direction of the Director of Business Operations (DBO), the Administrative and Special Projects Officer provides administrative support and special project coordination for organizational units that the Administrative Services and Strategic Executive Team (ASSET) supports, which includes, but is not limited to, the Office of the Chancellor, the Office of the Provost and Executive Vice Chancellor (EVC), the Vice Chancellor of Planning, Budget and Administrative Services (PB&A), Facilities Services, the Vice Chancellor of Health, Well-being, and Safety, and Auxiliary Services. The organizations that ASSET supports are some of the campus's largest and most complex units, serving 29 Divisions, encompassing 78 departments, with combined annual expenditures of over $200 million. The Administrative and Special Projects Officer supports all aspects of the unit's functions, including financial and procurement operations, human resources, academic personnel operations, special projects, and space/facilities management. The Administrative and Special Projects Officer will independently research issues, develop reports, and present recommendations to management both orally and in writing. The incumbent must be able to work with constantly changing priorities, unanticipated urgent demands, and multiple tasks.

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

Bachelor's degree in related area and/or equivalent experience/training.

Required

Master's degree in related area and/or equivalent experience/training.

Preferred

Experience Requirements

4 - 7 years of related experience.

Required

Special Conditions
Special

Must successfully pass a background check prior to employment.

Required

Minimum Requirements

Thorough knowledge of financial analysis and reporting techniques, and/or human resources policies and procedures for staff and academic employees.

Knowledge of a variety of administrative operations activities such as events planning, basic fundraising processes, risk management planning, website design, accounting and payroll, and contracts and grants regulations and guidelines.

Ability to use discretion and maintain confidentiality.

Interpersonal skills including verbal and written communication, active listening, critical thinking, persuasiveness, advising and counseling skills.

Strong skills in short term planning, analysis and problem-solving and customer service.

Working knowledge and experience preparing and processing online financial transactions, that may include purchase orders, check requests, travel arrangements, and work orders while adhering to established policy and procedures and maintain accuracy.

Ability to adapt to changing priorities.

Proficiency in the use of spreadsheet and data base software.

Preferred Qualifications

Thorough knowledge of University rules and regulations, processes, protocols and procedures for budget, accounting and fund management, and/or personnel management.

Solid knowledge of common University-specific computer application programs. Advanced knowledge of common University-specific computer application programs.

Knowledge of UCR Procurement and Financial systems (ie. Oracle Financials, Concur, e-pay, looker, etc).

Working knowledge of University administrative, financial, HR/AP, and payroll policies and procedures.


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 3 CX 004800 151 Veronica Ruiz Luisa Levario

Generic Scope
Experienced professional who knows how to apply theory and put it into practice with in-depth understanding of the professional field; independently performs the full range of responsibilities within the function; possesses broad job knowledge; analyzes problems/issues of diverse scope and determines solutions.

Custom Scope
Uses skills as a seasoned, experienced administrative operations professional to manage, plan and administer the operations of a small to mid-sized academic or non-academic department or organizational unit with limited scope. May report to a Chair, Director, or a higher level administrative operations professional or manager. Perform short and long-term planning for the organization. May supervise staff or students. Demonstrates good judgment in selecting methods and techniques for obtaining solutions.

Department Custom Scope
Under the general direction of the Director of Business Operations (DBO), the Administrative and Special Projects Officer provides administrative support and special project coordination for organizational units that the Administrative Services and Strategic Executive Team (ASSET) supports, which includes, but is not limited to, the Office of the Chancellor, the Office of the Provost and Executive Vice Chancellor (EVC), the Vice Chancellor of Planning, Budget and Administrative Services (PB&A), Facilities Services, the Vice Chancellor of Health, Well-being, and Safety, and Auxiliary Services. The organizations that ASSET supports are some of the campus's largest and most complex units, serving 29 Divisions, encompassing 78 departments, with combined annual expenditures of over $200 million. The Administrative and Special Projects Officer supports all aspects of the unit's functions, including financial and procurement operations, human resources, academic personnel operations, special projects, and space/facilities management. The Administrative and Special Projects Officer will independently research issues, develop reports, and present recommendations to management both orally and in writing. The incumbent must be able to work with constantly changing priorities, unanticipated urgent demands, and multiple tasks.

Key Responsibilities:
Key Responsibilities DescriptionPercent Time

Manages, plans and administers a range of administrative operations in a small
to medium academic department, or a small to medium non-academic department or program. Responsible for the management of all special projects initiatives that are requested by the Chancellor, Provost, or VC PB&A leadership. This includes but is not limited to operational logistics, processing transactions, budgetary reports, HR support, etc. These programs may be short in duration (i.e. One time committed funds) or long term (Employee Emergency Fund Program). Tracks reports and executes assigned project schedules and quality goals. Conceives, plans, and implements large-scale and local programs, and special committee meetings. Drafts communications and documents for special projects including project management tracking reports. Manages the daily office operations for assigned units including all administrative, operational aspects, and administrative support for large group meetings. Responsible for managing incoming and out-coming mail and packages. Responsible for supporting Executive Searches and other recruitment's with travel logistics and coordination, including travel needs as transportation, lodging, and meals.

25%

Administrative operations include budgetary, financial, procurement and human resources management and may include some of the following functions: IT, space management, procurement, facilities, student services, and/or contracts and grants. Responsible for processing financial transactions and maintaining track of work orders. Responsible for ensuring all policies and procedures are being followed, including the coordination and drafting memos for exceptional and additional approvals. Responsible for acting as primary financial transactor for the ASSET Team and for the units that ASSET Supports. Acts as back up financial transactor for units when needed. Coordinates deposits/Banner Billing transactions for supported organizations as needed. Maintains accurate and orderly financial files and other associated records. Acts as Primary liaison for all IT requests and support for ASSET and all the units it supports.

• https://jobsportal.ucr.edu/jobs/36364190
  
  
  
  
  
  
  
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