Reporting to Housing Operations and Safety Senior Director, provide project management, financial, administrative, and technical support and assistance to the administrative units. Assist the Senior Director in management of the University Apartments and Rooms Administrative Budgets by reconciling ledgers, processing invoices, and working with vendors. Assist with the supervision of payroll and personnel systems as needed and assist in the gathering, analysis, auditing, and reporting of staff human resources information. Act as primary department preparer for UCPath transactions and resolve any discrepancies that arise. Execute overall management of the administrative units, including composition of correspondence, preparation of forms for reimbursements and direct purchase, maintenance of office files. Edit Kronos punches for Housing Operations and Safety management staff. Independently prioritize and complete responsibilities within departmental guidelines and University procedures with frequent interruptions. Assist Housing Operations and Safety Assistant Directors in the collection and distribution of the Customer Satisfaction Survey and Climate Assessment Survey. Generate charts, graphs, spreadsheets, presentations, and publications with various and current software programs. Edit, proofread and correct material for punctuation, spelling and format. Coordinate calendars and arrange meeting rooms. Manage and reconcile Housing Operations and Safety Central Administrative Units general ledger. Provide backup assistance to other support staff when necessary. Required to drive university vehicle to assist during Fall Move-In and Spring Move-Out or traveling to and from the various complexes, and from a variety of meetings held on the campus.
Percentage of Time:
100
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Shift Start:
variable
Shift End:
variable
Qualifications for Position
24
Records
Qualifications
Required/Preferred
Skill in performing basic bookkeeping tasks such as debiting, crediting, and preparing standard forms for accounts payable.
Required
Ability to organize and analyze information.
Required
Editing skills to proofread and correct typed materials for grammar, spelling, punctuation and format.
Required
Working knowledge of accounting and financial management practices.
Required
Verbal and written communication skills to collect and relate information with accuracy and diplomacy, clearly and comprehensively, by telephone and in person to students, faculty, tenants, applicants, staff and administrators and the general public.
Required
Demonstrated ability to work accurately with details and statistics, and to plan, implement and complete research projects.
Required
Ability to handle confidential matters with tact and diplomacy.
Interpersonal skills sufficient to interact effectively and tactfully with diverse departments/University personnel at various levels and with the public including students.
Required
Working knowledge of residential halls and/or hospitality-based front desk operations.
Preferred
Skill in composing, writing and typing grammatically correct routine business correspondence, such as brief transmittal memoranda, internal operating procedures, performance evaluations, and tenant and interdepartmental correspondence.
Required
Skill in establishing and maintaining subject files.
Required
Typing skill to prepare business correspondence with speed and accuracy.
Required
Ability to establish and maintain cooperative working relationships with other staff members, subordinates and administrators.
Required
Working knowledge of Excel, Word, Access, Adobe Acrobat, PowerPoint, and Photo Shop or equivalent software packages.
Required
Ability to follow through on assignments with minimal supervision.
Required
Ability to receive multiple instructions within a limited time and maintain a professional and polite demeanor at all times.
Required
Knowledge of University policies and procedures.
Preferred
Knowledge of and access to University accounting and employee databases, including Bruin Buy, Cognos, Kronos, UCPath, PeopleAdmin, and Hyperion.
Preferred
Ability to plan, budget and control costs.
Required
Ability to understand and interpret Payroll and Personnel policies, procedures manuals, labor contracts and internal guidelines.
Required
Ability to work in fast paced environment to meet project deadlines and time frames and to handle multiple projects simultaneously.
Required
Demonstrated skill in working as part of a team, collaborating with colleagues.
Required
Ability to analyze and define administrative and technical problems, identifying relevant factors, recognizing alternatives and formulating conclusions.
Required
Ability to analyze internal processes related to HR and Payroll matters and recommends changes.
Required
Must possess and maintain a valid California Driver's License.
Required
Additional Posting Information
Bargaining Unit:
CX-Clerical & Allied Services
Application Deadline:
07-13-2023
External Posting Date:
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