Business Operations Assistant

Business Operations Assistant Under the Vice Chancellor for Student Affairs Organization, the Business Operations Assistant provides proactive, high-quality, flexible and reliable support within a shared services model. Responsibilities include but are not limited to providing overarching support to the Financial and Administrative Manager for the Dean of Students in the areas of workflow management, ledger reconciliation, policy compliance and process improvement and providing back-up support to other shared services team members within the Dean of Students. Works under the direct supervision of the Financial and Administrative Manager for the AVC/Dean of Students and in close collaboration with the VCSA Budget Management Team to advance departmental and organizational strategic goals. The full salary range for the Business Operations Assistant will be $32.74 - $52.32 per hour. However, the expected pay scale for this position is up to $36.13 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 Bachelor's degree in related area and/or equivalent experience / training. Required. Advanced degree in Accounting, Business, or a related field. Preferred.Experience Requirements Minimum of 5 years of demonstrated related experience or an equivalent combination of education and experience. Required. Experience within a customer service oriented environment responding to and meeting/exceeding the needs of the faculty, staff, students and the community and be able to work effectively as an individual, a team member, and with diverse groups. Required. Administrative experience in an office environment providing administrative support. Required. Demonstrated experience with data exporting, tracking, preparation of spreadsheets and documenting transactional back up reports using software applications such as Word, Excel, PowerPoint, etc. Required. Demonstrated experience with Oracle Financials. Preferred. Demonstrated experience with workflow management within a shared services environment. Preferred.Minimum Requirements Skills in judgment and decision-making, problem solving, identifying measures of system performance and the actions to improve performance. Troubleshoot issues with tact and provide guidance within policy boundaries. Ability to use discretion and maintain all confidentiality. Solid communication and interpersonal skills to communicate effectively with all levels of staff, both verbally and in writing. Solid organizational skills and ability to multi-task with demanding timeframes. Demonstrated knowledge of supervisory and personnel management skills and strategies to provide oversight of shared services team members, including experience with training and evaluating the performance of diverse team, providing day-to-day oversight. Knowledge of diversity, equity and inclusion including an understanding of the historical and social context of diversity, equity and inclusion, and of the intersections of identities including but not limited to: race, ethnicity, gender identity and expression, sexual orientation, religious, ability, immigration status, socio-economic status. Knowledge, sensitivity and understanding of the social, political, personal and cross-cultural needs, concerns and interests of students and people of intersecting identities in the campus community and thorough understanding of our respective mission, vision and values.Preferred Qualifications Familiarity with environment of UC Riverside or comparable academic institution and relevant issues concerning students, staff, and faculty. Knowledge of UC Riverside academic environment and administrative policies and procedures. Working knowledge of common organization-specific and other computer application programs.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 2020UCR 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 2019Ranked 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 RankingsUCR'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 OverviewGeneral Information Job Title: ADMIN OFCR 2 CXJob Code: 004263Department Head: Christine MataSupervisor: John ValdezDepartment Custom Scope Under the Vice Chancellor for Student Affairs Organization, the Business Operations Assistant provides proactive, high-quality, flexible and reliable support within a shared services model. Responsibilities include but are not limited to providing overarching support to the Financial and Administrative Manager for the Dean of Students in the areas of workflow management, ledger reconciliation, policy compliance and process improvement and providing back-up support to other shared services team members within the Dean of Students. Works under the direct supervision of the Financial and Administrative Manager for the AVC/Dean of Students and in close collaboration with the VCSA Budget Management Team to advance departmental and organizational strategic goals.Key Responsibilities Workflow Management: Extensive usage of Smartsheets to manage the workflow of subordinate shared services team members to ensure timely processing of financial and other transactions across the division. Coordinates with other divisional and departmental staff across all DOS units to assist with event planning details.Business Operations Support: Provide operational support to the Financial and Administrative Manager, and corresponding departments as follows: Assists in ensuring the accuracy and appropriateness of all budget and accounting transactions in consultation with the Financial and Administrative Manager. Maintains primary responsibility for Concur financial pre-approver role. Identifies and reviews problems that pertain to financial transactions that may need additional approval and ensures department heads are in consultation with the Dean of Students Leadership team when needed. Ensures implementation of recommended solutions and/or alternatives to these problems. Maintains Primary responsibility for ledger reconciliations across the division(s). May be assigned as Oracle Financials transactional approver, pre-approver, receiver and/or reconciler for departments across the organization in support of the Financial and Administrative Manager.Policy Compliance: Ensures adherence to all UCOP, Campus and Org best practices, policies, and compliance requirements in the areas of financial management and business operations. Assists the Financial and Administrative Manager in ensuring internal financial controls, internal office procedures, and physical security controls are in place. Monitoring and reporting to departmental Directors the unassigned and Concur Travel Expense Reports for all DOS units and facilitating the timely reconciliation of said reports. Continually monitors processes to identify opportunities for improvement and implement efficiencies.Back-up Financial Support: Provides back-up financial and student personnel transactional support for subordinate shared services team members during absences or peak workload periods.Other Duties as Assigned.Other Requirements Items Used: Standard Office EquipmentPhysical Requirements: Sit: Frequently; Stand: Occasionally; Walk: OccasionallyMental Requirements: Read/Comprehend: Constantly; Write: Frequently; Communicate Orally: Constantly; Reason & Analyze: FrequentlyEnvironmental Requirements: Is exposed to excessive noise: No; Is around moving machinery: No; Is exposed to marked changes in temperature and/or humidity: No; Drives motorized equipment: No; Works in confined quarters: No; Dust: No; Fumes: NoCritical Position: Yes