Travel Coordinator and Administrative Assistant

Position Information

Under the general direction of the Financial Operations Manager, the Travel Coordinator and Administrative Assistant provides comprehensive administrative and financial operational support to the Botany and Plant Sciences Department. This role ensures accurate and compliant processing of travel and entertainment reimbursements, oversees monthly recharges for Sales and Service activities, and serves as departmental custodian for receiving and mail operations. The incumbent supports efficient front-office operations by delivering customer service, managing office supply inventory, and providing backup assistance for purchasing functions, including PCard reconciliation and basic procurement activities. This position plays a key role in maintaining effective operational efficiency and high-quality administrative support for the department.

The full salary range for the Blank Assistant 3 title is $29.35 - $42.06 per hour. The budgeted salary range for this position is $29.35 - $31.38 per hour. Salary offers are based 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

Educational Requirements

• Degree: Education and/or experience equivalent to a Bachelor's Degree in a related field, and one (1) year of administrative experience. (Required)

Experience Requirements

• Operational experience with Publisher, PowerPoint and Internet. (Required)
• Administrative support experience, including strong organizational skills and ability to exercise independent judgment, and the ability to discern when action of a higher level is required. (Required)
• Experience prioritizing assignments to complete work in a timely manner under the pressure of deadlines and interruptions. (Required)
• Demonstrated experience working independently and as a member of a team. (Required)
• Five (5) years of administrative experience in an academic and/or advancement environment. (Preferred)
• Demonstrated experience with UCR on-line systems. (Preferred)

Minimum Requirements

• Demonstrated expertise utilizing Microsoft Suite including Outlook, Word & Excel.
• Demonstrated skill and experience in creating spreadsheets and reports using appropriate software application.
• Demonstrated skills in maintaining complex calendars for multiple high-level individuals using web-based calendaring software.
• Excellent verbal and written communication skills, active listening, critical thinking, multi-tasking and time management skills.
• Demonstrated skill and experience writing clear, concise and grammatically correct correspondence and meeting minutes as needed.
• Demonstrated interpersonal skills to professionally interact with faculty, staff, students and donors.
• Ability to provide information and direction to a diverse population in a diplomatic and tactful manner.
• Ability to work in an environment that requires a high level of confidentiality.

Preferred Qualifications

• Additional qualifications not explicitly detailed, but generally enhancing the candidate's profile.

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

Under the general direction of the Financial Operations Manager for the Botany and Plant Sciences Department, independently prepares and processes travel and entertainment reimbursements, ensuring full compliance with applicable policies and procedures. Responsible for processing monthly recharges for multiple Sales and Service activities. Serves as key custodian and manages all departmental receiving functions for deliveries. Oversees departmental mail distribution and office supply inventory while providing front-office customer service and support. Provides backup support for purchasing functions, including assisting with PCard transactions, reconciliation, and basic purchasing activities.

Key skills/competency

• Travel Reimbursement
• Administrative Support
• Financial Operations
• Customer Service
• Office Management
• Inventory Management
• Purchasing Procedures
• Microsoft Office Suite
• Data Entry
• Compliance Management