Administrative Assistant II

Administrative Assistant II

Under the supervision of the Financial & Administrative Officer (FAO), the Administrative Assistant II provides comprehensive administrative, operational, financial, procurement, facilities, communications, and event coordination support for the Economics and Political Science Administrative Unit. The incumbent serves as a primary point of contact for faculty, students, staff, visitors, and guest speakers, providing responsive customer service and contributing to the efficient day-to-day operation of the administrative unit. The position coordinates departmental seminars, colloquia, conferences, recruitment activities, and special events by arranging travel, lodging, catering, meeting space, audiovisual support, purchasing, and other event logistics. The incumbent processes financial and procurement transactions, coordinates departmental communications and administrative activities, and provides support to faculty, staff, and students in accordance with university policies and procedures. The Administrative Assistant II also supports departmental facilities, office operations, instructional activities, and special projects by coordinating workspace and building needs, maintaining departmental information systems and online resources, supporting faculty research publication processes, and assisting with special projects and operational initiatives that support the effective administration of the Economics and Political Science Administrative Unit.

Educational Requirements

Bachelors Degree - Preferred

Experience Requirements

Minimum of 5 years of progressively responsible administrative experience providing comprehensive support to faculty, staff, or senior administrators in a professional office environment, or an equivalent combination of education and experience. - Required

Experience with maintaining simple or moderately complex databases through data entry, data queries, and database design modifications. - Required

Demonstrated experience utilizing email, electronic calendaring systems, and virtual collaboration platforms, including Microsoft Outlook, Google Calendar, Microsoft Teams, and Zoom, to coordinate meetings, schedules, communications, and hybrid events. - Required

Experience conducting online research and utilizing web-based resources, university systems, and business applications to gather, verify, and organize information in support of administrative operations. - Required

Minimum of 3-5 years experience processing purchasing, procurement, reimbursement, and financial transactions while maintaining accurate records and ensuring compliance with established policies and procedures. - Required

Demonstrated proficiency utilizing Microsoft Office Suite, including Excel, Word, PowerPoint, and Outlook, and Google Workspace applications, including Docs, Sheets, Drive, Forms, and Calendar, to prepare correspondence, create reports and spreadsheets, maintain records, and support administrative operations. - Required

Minimum of 3-5 years experience coordinating meetings, seminars, colloquia, conferences, recruitment activities, and special events involving multiple logistical components, including travel arrangements, lodging, catering, meeting space reservations, audiovisual support, vendor coordination, purchasing, participant communications, registration, and on-site event support. - Required

Special Conditions

Shift Work (hours outside standard Mon-Fri 8AM-5PM work hours) - Required

Overtime - Required

Minimum Requirements

Skill in independently researching questions and making appropriate contacts for problem solving.

Ability to maintain accurate, complete, and confidential records with a high degree of attention to detail.

Skill in organizing, prioritizing, and coordinating multiple administrative activities, projects, and deadlines while maintaining accuracy and attention to detail.

Skill in understanding and communicating department policies and procedures to customers.

Ability to establish and maintain effective working relationships with faculty, staff, students, campus departments, external organizations, and individuals from diverse backgrounds while working independently and collaboratively as part of a team.

Skill in creating and editing documents in word processing applications using advanced features.

Skill in exporting/importing data from or to different software applications or data collection and retrieval.

Skill in creating spreadsheets and reports using Word, Excel or other software applications.

Skill in communicating effectively, both orally and in writing, with the ability to prepare professional correspondence, reports, and other administrative documents using proper grammar, spelling, punctuation, and composition.

Ability to provide excellent customer service by responding professionally, diplomatically, and effectively to faculty, staff, students, visitors, and external partners in a high-volume environment.

Ability to coordinate multiple priorities simultaneously, adapt to changing deadlines, and manage competing demands in a fast-paced administrative environment.

Preferred Qualifications

Knowledge of UC and UCR policies and procedures governing procurement, purchasing, travel, entertainment reimbursement, and visiting or temporary academic appointments.

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