Travel Coordinator/Admin Asst

Travel Coordinator/Admin Asst

Under the general direction of the Financial Operations Manager, the position provides comprehensive administrative and financial operational support to the Botany and Plant Sciences Department. The 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. 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.

Educational Requirements

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

Special Conditions

Overtime - Required

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.

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 April Meinzer Supervisor Jackelyn Quinonez

Department Custom Scope

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 Responsibilities

Description - Percent Time

Travel, Entertainment and Removal Reimbursements: Primary Travel Coordinator for Botany & Plant Sciences, B&PS Cooperative Extension, Genetics Program, and the Plant Transformation Facility. Prepare electronic travel reimbursement (Concur) and entertainment reimbursement (ePay & Concur) vouchers, ensuring compliance with UC policies and procedures for all faculty, staff, students, visiting scientists, and prospective graduate students. Identify the need for and prepare requests for exception to policy for travel reimbursements as necessary and attach required documentation. Prepare travel vouchers for the removal expenses of new academic appointees. Work directly with travelers to resolve any issues related to reimbursements and submit in an accurate and timely manner. Assure compliance with immigration regulations for travelers who are not U.S. citizens and requesting travel reimbursement. - 40%

Administrative Responsibilities: Scheduling - Responsible for maintaining equipment checkout scheduling and logs; maintain scheduling calendar for conference rooms and department truck use. Mail - Ensure mail is distributed on a daily basis in a timely manner. Forward First Class mail to emeriti or terminated employees on a weekly basis. Maintain mailboxes for all staff, students and faculty. Key Custodian - Distribute keys to employees and visitors according to departmental guidelines(verify completion of lab safety training and approval from Chair for undergraduate students). Maintain an inventory of keys and update the key database. Office Supplies - Maintain office supplies for faculty and staff. Customer Service - Screen and direct all incoming calls on the department's general phone line. Assist visitors and university employees with information and directions. Perform other related duties as assigned. - 20%

Accounting Responsibilities: Reimbursements - Responsible for processing reimbursements and invoices, and submitting vendor and subcontract invoices to Accounting in accordance with established departmental, CNAS and UC policies and procedures. General Ledger - Research, reconcile, and release encumbrances on a monthly basis. Campus Recharges - Process departmental recharges for the Barn, TAPS, P&R, etc. to include billing for the Plant Transformation Facility. Prepare a monthly revenue report by service and user for the Plant Transformation Facility. Submit odometer readings for the B&PS vehicles leased from Fleet Services on a monthly basis. Prepare and submit inter-campus (IOC's) recharges as directed. Departmental Redistribution of Expenses - Redistribute expenses for the use of departmental photocopier, FEDEX account, and Fleet Services vehicle, using the NCT/FCT application. Billing - Process sundry debtor billing for various sales & service accounts. Purchasing Backup - Assisting with Pcard transactions, reconciliation, and basic purchasing activities. - 20%

Receiving Responsibilities: Update Purchasing system to reflect actual receipt of goods, and redistribute packages to end users based on order identification. Provide security for incoming equipment and materials, and ensure proper storage of research materials until end user takes possession of property. - 20%