What are the responsibilities and job description for the Administrative Officer - Chancellor's Office position at University of California, Riverside?
Position Information
Educational Requirements
Degree
Bachelor's degree in related area and/or equivalent experience/training.
Requirement
Required
Experience Requirements
Experience
4 - 7 years of related experience.
Requirement
Experience
Experience in higher education.
Requirement
Preferred
Experience
Experience using UCR financial systems and applications.
Requirement
Experience
Experience in event management and/or program development.
Requirement
Minimum Requirements
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.
For information about our generous employee benefits package, visit: Employee Benefits Overview
Job Description Details
Department Custom Scope
Reporting to the Associate Chancellor, the Administrative Officer provides executive-level administrative and operational support to the Office of the Chancellor and the Office of Government & Community Relations . The position plays a central role in ensuring the efficiency, professionalism, and continuity of the Chancellor’s Immediate Office operations, while also supporting the broader administrative and fiscal functions of the Government & Community Relations unit. The Administrative Officer provides high-level administrative support to the Associate Chancellor across various issues, projects, and initiatives. Responsibilities include scheduling, correspondence, and coordinating with campus and systemwide leadership. The position also serves as back-up calendar support for the Chancellor and ensures operational continuity during staff absences in support of the Sr. Executive Analyst & Coordinator to the Chancellor. In addition, the Administrative Officer supports travel planning, financial reconciliation, and calendaring for Government & Community Relations, coordinating meetings with internal and external stakeholders to support effective engagement with community and government partners. The role also involves drafting, editing, and reviewing professional correspondence, reports, and communications on behalf of the Associate Chancellor and the Chancellor’s Office, always maintaining confidentiality and professionalism. In support of business and financial operations, the Administrative Officer manages transactions in alignment with university policies. This includes processing travel arrangements, reimbursements, purchasing transactions, and account reconciliations. The role oversees procurement activities such as vendor coordination, purchase order processing, and payment tracking. The officer also works closely with Financial Planning & Analysis, Accounting, and Procurement to ensure fiscal accuracy and compliance, while maintaining organized and auditable records of all budgets, expenditures, and transactions. This role requires a strong understanding of university policies and systems, outstanding organizational skills, and the ability to manage confidential and sensitive matters with sound judgment and discretion. On an operational level, the Administrative Officer leads daily administrative functions to ensure the smooth functioning of the Chancellor’s Immediate Office. The role may provide support to other units within the Chancellor’s organization, including Legal Affairs. Responsibilities include managing the scheduling and logistics of the Chancellor’s conference rooms and coordinating events such as campus town halls and leadership sessions. As Building Supervisor for Emergency Conditions, the officer ensures safety preparedness and compliance with campus protocols, and serves as the point of contact for resolving basic technology and facility issues in collaboration with campus partners. Strategically, the Administrative Officer serves as a liaison between the Associate Chancellor, the Assistant Vice Chancellor for Government & Community Relations, the Senior Executive Analyst & Coordinator to the Chancellor, and other senior administrative staff. The Administrative Officer facilitates communication between the Chancellor’s Office, campus departments, the UC Office of the President, and external stakeholders. The role also supports project coordination and provides administrative assistance for strategic initiatives and special projects that advance the mission of the Chancellor’s organization. Proactively identifying administrative needs, the Administrative Officer recommends and implements process improvements to enhance operational efficiency and service delivery.
- Please note that applicants must submit both a cover letter and a resume to receive full consideration.* Reporting to the Associate Chancellor, the Administrative Officer provides executive-level administrative and operational support to the Office of the Chancellor and the Office of Government & Community Relations . The position plays a central role in ensuring the efficiency, professionalism, and continuity of the Chancellor’s Immediate Office operations, while also supporting the broader administrative and fiscal functions of the Government & Community Relations unit. The Administrative Officer provides high-level administrative support to the Associate Chancellor across various issues, projects, and initiatives. Responsibilities include scheduling, correspondence, and coordinating with campus and systemwide leadership. The position also serves as back-up calendar support for the Chancellor and ensures operational continuity during staff absences in support of the Sr. Executive Analyst & Coordinator to the Chancellor. In addition, the Administrative Officer supports travel planning, financial reconciliation, and calendaring for Government & Community Relations, coordinating meetings with internal and external stakeholders to support effective engagement with community and government partners. The role also involves drafting, editing, and reviewing professional correspondence, reports, and communications on behalf of the Associate Chancellor and the Chancellor’s Office, always maintaining confidentiality and professionalism. In support of business and financial operations, the Administrative Officer manages transactions in alignment with university policies. This includes processing travel arrangements, reimbursements, purchasing transactions, and account reconciliations. The role oversees procurement activities such as vendor coordination, purchase order processing, and payment tracking. The full salary range for the Administrative Officer - Chancellor's Office is $73,600 - $133,200 annually. However, the expected pay scale for this position is up to $103,400 annually. 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
Degree
Bachelor's degree in related area and/or equivalent experience/training.
Requirement
Required
Experience Requirements
Experience
4 - 7 years of related experience.
Requirement
Experience
Experience in higher education.
Requirement
Preferred
Experience
Experience using UCR financial systems and applications.
Requirement
Experience
Experience in event management and/or program development.
Requirement
Minimum Requirements
- Knowledge of a variety of administrative operations activities such as events planning, basic fundraising processes, risk management planning, website design, accounting and payroll, and contracts and grants regulations and guidelines.
- Thorough knowledge of financial analysis and reporting techniques, and/or human resources policies and procedures for staff and academic employees.
- Ability to use discretion and maintain confidentiality.
- Strong skills in short term planning, analysis and problem-solving and customer service.
- Interpersonal skills including verbal and written communication, active listening, critical thinking, persuasiveness, advising and counseling skills.
- Thorough knowledge of University rules and regulations, processes, protocols and procedures for budget, accounting and fund management, and/or personnel management.
- Solid knowledge of common University-specific computer application programs. Advanced knowledge of common University-specific computer application programs.
- Knowledge of UC systems, policies, and procedures.
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.
For information about our generous employee benefits package, visit: Employee Benefits Overview
Job Description Details
Department Custom Scope
Reporting to the Associate Chancellor, the Administrative Officer provides executive-level administrative and operational support to the Office of the Chancellor and the Office of Government & Community Relations . The position plays a central role in ensuring the efficiency, professionalism, and continuity of the Chancellor’s Immediate Office operations, while also supporting the broader administrative and fiscal functions of the Government & Community Relations unit. The Administrative Officer provides high-level administrative support to the Associate Chancellor across various issues, projects, and initiatives. Responsibilities include scheduling, correspondence, and coordinating with campus and systemwide leadership. The position also serves as back-up calendar support for the Chancellor and ensures operational continuity during staff absences in support of the Sr. Executive Analyst & Coordinator to the Chancellor. In addition, the Administrative Officer supports travel planning, financial reconciliation, and calendaring for Government & Community Relations, coordinating meetings with internal and external stakeholders to support effective engagement with community and government partners. The role also involves drafting, editing, and reviewing professional correspondence, reports, and communications on behalf of the Associate Chancellor and the Chancellor’s Office, always maintaining confidentiality and professionalism. In support of business and financial operations, the Administrative Officer manages transactions in alignment with university policies. This includes processing travel arrangements, reimbursements, purchasing transactions, and account reconciliations. The role oversees procurement activities such as vendor coordination, purchase order processing, and payment tracking. The officer also works closely with Financial Planning & Analysis, Accounting, and Procurement to ensure fiscal accuracy and compliance, while maintaining organized and auditable records of all budgets, expenditures, and transactions. This role requires a strong understanding of university policies and systems, outstanding organizational skills, and the ability to manage confidential and sensitive matters with sound judgment and discretion. On an operational level, the Administrative Officer leads daily administrative functions to ensure the smooth functioning of the Chancellor’s Immediate Office. The role may provide support to other units within the Chancellor’s organization, including Legal Affairs. Responsibilities include managing the scheduling and logistics of the Chancellor’s conference rooms and coordinating events such as campus town halls and leadership sessions. As Building Supervisor for Emergency Conditions, the officer ensures safety preparedness and compliance with campus protocols, and serves as the point of contact for resolving basic technology and facility issues in collaboration with campus partners. Strategically, the Administrative Officer serves as a liaison between the Associate Chancellor, the Assistant Vice Chancellor for Government & Community Relations, the Senior Executive Analyst & Coordinator to the Chancellor, and other senior administrative staff. The Administrative Officer facilitates communication between the Chancellor’s Office, campus departments, the UC Office of the President, and external stakeholders. The role also supports project coordination and provides administrative assistance for strategic initiatives and special projects that advance the mission of the Chancellor’s organization. Proactively identifying administrative needs, the Administrative Officer recommends and implements process improvements to enhance operational efficiency and service delivery.
Salary : $73,600 - $133,200