Office Coordinator

Office Coordinator

Under the general supervision of the Financial Operations Manager, the Office Coordinator is responsible for providing administrative support and logistical coordination in the daily operations of the Associated Students (ASUCR) Office. The incumbent provides support Financial Operations Manager and Executive Director and is responsible for the oversight and operation of the ASUCR Front Desk and Reception area. The position is also responsible for hiring, training, and supervising the front desk student assistants and serving as the first point-of-contact for faculty, staff, students, alumni, and guests who visit or contact ASUCR. This position also provides facilities and inventory support to the Highlander Newspaper and Graduate Student Association.

Educational Requirements

Bachelor's degree in related field or an equivalent combination of education and experience - Preferred

Experience Requirements

Demonstrated extensive administrative experience providing administrative support for staff in a student services administration office environment - Required

5 years of related experience or an equivalent combination of education and experience - Required

Experience with UC and UCR policies and procedures. - Preferred

Demonstrated prior experience and knowledge in higher education administration. - Preferred

Minimum Requirements

Skill in working independently and following through on assignments with minimal direction. Skill in organizing tasks, documents, and materials with efficiency and accuracy. Ability to maintain cooperative working relationships with co-workers in a team environment.

Skill in analyzing policy issues, procedures, and other directives and form solid recommendations. Demonstrated experience providing administrative support for staff and/or faculty and coordinating administrative activities to ensure the effective functioning of an office setting.

Excellent customer service skills. Experience in handling difficult situations in a calm and professional manner. Demonstrated ability to manage the resolution of concerns or complaints. Demonstrated ability to work effectively in a service environment that is subject to frequent interruptions.

Ability to effectively, professionally, and tactfully interact and communicate, both orally and in writing, with students, faculty, professional staff members, administrators, community partners, and visitors. Skill in independently composing letters, memos, reports, and other written communication materials using correct spelling, grammar, punctuation, composition, text editing, and proofreading skills.

Ability to maintain strict confidentiality at all times. Knowledge of the applicable federal and state regulations governing areas related to the responsibilities of the position including the Family Educational Rights and Privacy Act (FERPA).

Skill in prioritizing assignments to complete work in a timely, organized, and accurate manner under pressures of deadline, interruptions, and competing priorities and requirements. Skill in coordinating administrative activities by determining the time, place, and sequence of actions to be taken.

Demonstrated computer proficiency using Microsoft Office (Word, Excel, PowerPoint), or other equivalent software, the Internet, e-mail messaging, and web-based software applications

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

General Information

Job Title: BLANK AST 3

Job Code: 004722

Grade: Department Head Asha Nettles

Supervisor: Amy Carrizosa

Department Custom Scope

Under the general supervision of the Financial Operations Manager, the Office Coordinator is responsible for providing administrative support and logistical coordination in the daily operations of the Associated Students (ASUCR) Office. The incumbent provides support Financial Operations Manager and Executive Director and is responsible for the oversight and operation of the ASUCR Front Desk and Reception area. The position is also responsible for hiring, training, and supervising the front desk student assistants and serving as the first point-of-contact for faculty, staff, students, alumni, and guests who visit or contact ASUCR. This position also provides facilities and inventory support to the Highlander Newspaper and Graduate Student Association.

Key Responsibilities

Program Support Oversee the operation of ASUCR Front Desk and Reception Unit. The unit is responsible for the reception and direction of visitors and clients to ASUCR, with approximately 100 guests per day, delegated student leader office spaces, several glass displays and other means for sharing general information about the ASUCR, and a waiting area for students and other customers. Directly supervise student employees who answer questions regarding ASUCR funding, programs and activities, notify ASUCR full-time and student staff of appointments or changes, and supervise safety and security of the ASUCR. Coordinate recruitment, selection, training, evaluation, termination and merit decisions for front desk student employees. - 35%

Office Coordination Prepares the ASUCR office space each day by ensuring that doors are unlocked, computers and printers are turned on, and paper and office supplies are stocked. Maintains the inventory of office supplies, equipment, and information technology accessories and replenishes or replaces, as necessary. Monitors the usage and condition of the ASUCR conference room, Bear's Den, Senate Chambers and student-leader offices and workrooms and addresses the needs of each room, as necessary. Serves as the first point-of-contact for faculty, staff, students, alumni, and guests who visit or contact ASUCR and responds or refers, as appropriate. Monitors communications from the main department email account. Maintains and oversees the department key inventory, equipment checkout policy and procedures and department golf cart. Maintains general condition of the ASUCR office. Serves as receiver of items delivered to ASUCR - 25%

Administrative Support to Highlander Newspaper and Graduate Student Association Maintains the inventory of equipment and information technology accessories and replenishes or replaces, as necessary Maintains and oversees the department key inventory and any additional equipment checkout policy and procedures - 20%

Administrative Support to Executive Director Perform general administrative duties for the Executive Director, which includes answering phone calls, preparing memos, coordination of special events, scheduling appointments and data entry. - 15%

Other Duties as Assigned Any other assigned tasks - 5%

Items Used done Standard Office Equipment Physical Requirements done Bend: Occasionally done Sit: Constantly done Squat: Occasionally done Stand: Constantly clear Crawl: N/A done Walk: Frequently clear Climb: N/A Mental Requirements done Read/Comprehend: Constantly done Write: Constantly done Perform Calculations: Occasionally done Communicate Orally: Constantly done Reason & Analyze: Constantly

Environmental Requirements clear Is exposed to excessive noise: No clear Is around moving machinery: No clear Is exposed to marked changes in temperature and/or humidity: No clear Drives motorized equipment: No clear Works in confined quarters: No clear Dust: No clear Fumes: No Critical Position done Yes