Budget, Personnel and Program Assistant

Job ID:
Location: Main Campus - UCR
Schedule: 8AM - 5PM
Category: Student and Educational Services
Salary: $59,383 - $85,107
Full/Part Time: Full-time(100%)
Organization: Student Affairs
Department: Tony Jimenez
Application Deadline: Open Until Filled

Position Information:
The Administrative Assistant provides independent proactive, high-quality, flexible, and reliable support as a member of the AVC/Dean of Students organizational unit administrative support team, with a primary focus on comprehensive administrative assistance to the Office of Foster Youth Support Services. This position will also provide comprehensive administrative support to other department(s) as determined by divisional leadership. Responsibilities include but are not limited to providing financial management; budgeting and accounting support; facilitating departmental purchasing needs; maintaining calendar and scheduling appointments for designated individuals and departments; providing support in planning and execution of departmental events; coordinating travel arrangements; coordinating departmental payroll and ensuring compliance with all labor and personnel guidelines. Provides backup support to departments within the AVC/Dean of Students organization as needed. This position has a direct supervisor, the Financial and Administrative Manager for the AVC/Dean of Students. The position works closely with the supervisor and the career and student staff in the Office of Foster Youth Support Services to achieve the various responsibilities and check
objectives of the position. This position will support the Office of Foster Youth Support Services' (and other assigned department(s)) missions, visions, and strategic plans, which include a focus on social justice, leadership development, and creating a sense of belonging for students.

The full salary range for the Budget, Personnel and Program Assistant in the Office of Foster Youth Support Services is $28.44 - $40.76 an hour. However, the expected pay scale for this position is $28.44 - $30.41 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.

Requirements:
Requirements

Educational Requirements

Bachelors Degree

Preferred

Experience Requirements

Demonstrated experience with data exporting, tracking, preparation of spreadsheets and documenting transactional back up reports using software applications such as Word, Access, Excel, FileMaker Pro, Adobe etc.

Required

Five (5) years demonstrated related experience or an equivalent combination of education and experience.

Required

Experience with processing routine financial accounting/purchasing transactions with an online financial system and identifying account variances and researching discrepancies

Required

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.

Required

Experience with cash handling, balancing, and deposit preparation and knowledge of standard retail security policies and procedures.

Required

Administrative experience in an office environment providing administrative support such as calendaring for staff and/or faculty, coordinating administrative activities, travel and programming, etc.

Required

Demonstrated experience with online Student Information System (BANNER).

Preferred

Demonstrated experience with UC online payroll system

Preferred

Demonstrated experience with Concur and Oracle Financials

Preferred

Minimum Requirements

Skill in accurate record keeping with strict attention to detail and problem solving.

Ability to maintain high level of confidentiality at all times.

Skill in communicating effectively and professionally using tact and diplomacy.

Skills to draft letters and memos for signature or review by supervisor/manager, using correct spelling, grammar, punctuation, composition, text editing, and proofreading skills.

Preferred Qualifications

Knowledge of the applicable federal, state, UC policies and procedures and regulations governing areas related to the responsibilities of the job.

Knowledge of trends and issues facing low-income and first-generation college, underrepresented, disadvantaged, physically challenged, and underprepared students in higher education. In particular, as they relate to foster youth.

Strong understanding of the services and resources available for foster youth students

Knowledge of the foster youth student issues through programming, resource management or other professional activities.


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
BLANK AST 3 004722 Tony Jimenez John Valdez

Department Custom Scope
The Administrative Assistant provides independent proactive, high-quality, flexible, and reliable support as a member of the AVC/Dean of Students organizational unit administrative support team, with a primary focus on comprehensive administrative assistance to the Office of Foster Youth Support Services. This position will also provide comprehensive administrative support to other department(s) as determined by divisional leadership. Responsibilities include but are not limited to providing financial management; budgeting and accounting support; facilitating departmental purchasing needs; maintaining calendar and scheduling appointments for designated individuals and departments; providing support in planning and execution of departmental events; coordinating travel arrangements; coordinating departmental payroll and ensuring compliance with all labor and personnel guidelines. Provides backup support to departments within the AVC/Dean of Students organization as needed. This position has a direct supervisor, the Financial and Administrative Manager for the AVC/Dean of Students. The position works closely with the supervisor and the career and student staff in the Office of Foster Youth Support Services to achieve the various responsibilities and check objectives of the position. This position will support the Office of Foster Youth Support Services' (and other assigned department(s)) missions, visions, and strategic plans, which include a focus on social justice, leadership development, and creating a sense of belonging for students.

Key Responsibilities:
Key Responsibilities DescriptionPercent Time

Budget and Financial Accounting Support - Independently provide financial management and support to all assigned departments to ensure the accuracy and appropriateness of all budget and accounting transactions. Prepare budget projections using Excel to track expenses and analyze/project future expenses. Assist Financial and Administrative Manager and Director in preparing annual budget requests, staffing forecasts, recruitment projections, and fund availability. Manage fiscal year staffing to track salary increases/decreases, including merit and range adjustment; ensure funding is received/pulled to accommodate salary changes. Recommend solutions to problems and process corrections. Prepare, analyze, and develop monthly and adhoc financial reports including trend analysis. Assist with managing requests for salary and turnover savings. Provide key operational information required for analysis and decision-making on a timely basis using various UC online system, software applications, and other sources of information. Oversee and coordinate the distribution of statements of account to the FAM and department heads regarding fund balances, and/or fund availability. Reconcile transactions, including researching the nature of the transaction and preparing required cost transfers (both payroll and non-payroll) and budget adjustments. Oversee the ledger reconciliation process, ensuring the charges are appropriate and accurate. Maintain internal departmental automated systems and ledgers, ensuring accuracy and timely updating of expenditure information. Reconcile purchases/expenditures to the Oracle Financials ledgers on a monthly basis, and make corrections and adjustments as necessary. During fiscal closing, transfer appropriations and expenses so all accounts are as close to zero as possible. Ensure that all fund sources are reconciled and meet fiscal closing requirements.

40%

Payroll Preparer - Coordinate payroll for all assigned departments and serve as backup for all the AVC-Dean of Students units. Submit all on-boarding, off-boarding, and short work break tickets for student employees via Service Link. Research UC policy and procedures to resolve payroll problems and process corrections by preparing and entering ServiceLink tickets. Meet with all new hires and rehires to obtain valid employment verification documents and signatures on employment forms. Responsible for new employee orientation to the department; review benefit eligibility and provide packet and schedule of campus orientation times for career employees. Act as Benefits representative for all employees. Attend campus semi-annual HR and Benefits meetings and stay current on benefit issues; assist all career employees with open enrollment and/or other benefit related questions. Attend user group meetings to stay current on payroll policies & procedures. Independently research policies regarding staff personnel issues using various directives and campus contacts to ensure that the Department is in compliance with University policies and procedures. Ensure compliance with all labor and personnel guidelines; disseminate information to the department administrators concerning all collective bargaining and union negotiations. Reconcile payroll distribution monthly. Verify accuracy of data and make necessary corrections through Service Link. Process salary cost transfers to move expenses between funding sources when necessary. Maintain departmental personnel files/records for student employees. Coordinate information needs between Labor Relations, Risk Management, and employees related to workers compensation. Assist with departmental recruitments as needed.

20%

Purchasing - Using UCR purchasing policy and procedures, purchase a wide variety of equipment and services in support of departmental needs. Ensure timely processing of all purchase requisitions, reimbursements, travel expenditures, printing and mailing requests, etc., to meet accounting requirements and fiscal deadlines. Work with the purchasing office to negotiate with vendors. Research and work with appropriate departmental personnel to prepare sole source documentation for purchases. Process purchase orders using the online purchasing programs. Assure accuracy of purchasing logs for all ordering activity, ensuring appropriate use. Maintain purchasing archive records. Oversee vendor invoices/credits for payments and resolve problems. Audit Department Authorized Purchase Orders (DAPO) and Purchasing Requisitions by confirming the amount and quantity on each invoice. Maintains filing system for accounts payable records in an organized manner to ensure ease of access to information. Advise and direct University staff and vendors with questions regarding interpretation of accounting procedures, payment/reimbursement, transaction activity, general ledger reconciliation, and experiencing payment problems to the appropriate policies and procedures. Assist Financial and Administrative Manager in monitoring, modifying, and maintaining audit controls, internal office procedures, and security controls. Develop, maintain, and enforce the safety and security rules pertaining to the physical security of staff and cash accountability and reconciliation of received payments and returned checks.

20%

Admin. Support & Event Planning - Maintain calendar and schedule appointments for designated individuals; anticipate potential conflicts and suggest alternatives. Enter, edit, and delete events on the web-based UCR Events Calendar. Arrange meetings, conferences and events. Schedule and reserve conference rooms or other facilities. Order media resource equipment. Prepare meeting agendas. Coordinate meeting materials: compile items and background materials and ensure timely distribution to appropriate individuals. Maintain meeting reservation lists; make confirmation calls. Schedule and coordinate conference calls. Assist during the meeting. Compose, draft, edit, and finalize correspondence and other documents. Type correspondence using word processing applications. Act as a liaison for all assigned departments and the various departments on campus. Oversee and ensure large volume of outgoing mail meets required deadlines. Develop and manage database files, publicity files, and mail lists. Coordinate travel arrangements by reviewing flight schedules, ground transportation, and hotel and meeting locations. Reserve travel and hotel accommodations; prepare itineraries. Keep records and process necessary documents. Prepare travel vouchers and check requests ensuring that all charges comply with University policies. Audit travel expense vouchers for receipts, signatures, and appropriateness of expenses according to University policies. Ensure that travel advances are cleared when travel vouchers are processed. Resolve problems within complete travel expense reimbursements and make corrections when necessary. Audit entertainment, travel and petty cash reimbursements for required receipts, proper approval, funding source and coding, and mathematical accuracy, according to University policy. Resolve customer complaints through analysis and follow-up, making independent decisions regarding the best course of action to resolve problems within UC policies and procedures.

15%

Miscellaneous - Other Duties as Assigned

5%


To apply, visit https://jobsportal.ucr.edu/jobs/34977264







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