University Enterprises, Inc.

6000 J Street
Sacramento , CA
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Administrative Support Coordinator II

University Enterprises, Inc.
SACRAMENTO, CA Full time
Posted on August 20, 2017

Position Information

 

Job Title Administrative Support Coordinator II
Worksite City Sacramento, California
Advertised Salary Range $3,352 - $4,695 per month
Temporary No
Length of Appointment N/A
Hours per week Regular (full-time) Employee – 40 hours per week (Benefited)
FLSA Non-Exempt
Broad Scope and Function

This position oversees the completion of the administrative functions required during implementation of complex multifaceted and multi-stakeholder funded project. Tracks schedules, budgets, and deliverables for these projects. This position assists with managing Proposition 1 Technical Assistance (TA) funding, which involves multi-year and multi-stakeholder projects. These projects are geographically diverse spanning the State of California. The position also provides administrative support to the Director, as needed.

Reporting Relationship

The position reports directly to and receives general supervision from the Director, Office of Water Programs, or designee.

Conditions of Employment

This is a full-time, non-exempt (eligible for overtime pay), benefited position that is covered under the California Public Employees’ Retirement System. Continued employment in this position is dependent upon the mutual consent of University Enterprises and the employee, and either University Enterprises or the employee can, at any time, terminate the employment relationship at will, with or without cause.

Work Schedule

Monday – Friday
8:00am to 5:00pm

Minimum Qualifications

1. Demonstrated experience in an administrative support position.

2. Demonstrated knowledge of current office methods and practices. Demonstrated experience using standard business computer software, including email, word processing, presentation, and spreadsheet software, such as the programs in the Microsoft Office Suite.

3. Demonstrated experience with creating and updating spreadsheets using Smartsheet or other project management software to track a project budget, schedule, and deliverables.

4. Demonstrated ability to perform business math, analyze budgetary data, and make accurate projections based on interpreting the data presented.

5. Proven ability to prioritize work tasks. Demonstrated ability to manage workflow in a flexible manner to accommodate multiple projects, shifting priorities, and various deadlines.

6. Demonstrated ability to analyze operational and procedural problems and develop, evaluate, and recommend solutions.

7. Demonstrated experience in working with the multiple groups of professional experts such as statewide contractors, consultants, technical experts, faculty, and staff by phone, in person, or via email.

8. Demonstrated excellent written and verbal communication skills. Proven ability to write business correspondence in response to consultants, contractors, or internal staff inquiries. Demonstrated ability to initiate and maintain communication with both internal and external customers.

9. Ability to effectively write and present own reports.

10. Ability to analyze operational and procedural problems and develop, recommend, and evaluate proposed solutions.

11. Proven experience working with various levels of management and staff.

12. Must pass a background check, which may include fingerprinting. Must continue to meet the established standards.

Preferred Qualifications

1. Bachelor’s degree or equivalent experience in accounting or related field.

2. Demonstrated experience in using electronic document sharing software.

Physical Requirements

Ability to sit for extended periods of time; frequently stand and walk; good manual dexterity and hand-eye coordination; corrected hearing and vision to normal range; good verbal communication; ability to use office equipment including computers, telephone, calculator, copy machine, fax machine, printer, scanner, and ability to lift or move boxes weighing up to 50 pounds.

Working Conditions

Work is performed in an office environment containing moderate noise. The working conditions include frequent contact with the public by phone or in person, office staff, and possibly the campus community.

Project Description

The Office of Water Programs (OWP) develops training programs and publishes manuals for operators of water treatment plants, water distribution systems, wastewater collection systems, and municipal and industrial wastewater treatment and reclamation facilities. OWP also offers programs and materials for pretreatment facility inspectors, environmental compliance inspectors, and utility managers. All training is offered as distance learning, using correspondence, video, or computer-based/online delivery modes with opportunities for continuing education units and contact hours for operators, supervisors, managers, and administrators.

Job Duties

 

Job Duty

1. Coordinates and compiles information from contributors to develop a work plan for each project. Once work plan is approved, oversees the completion of any administrative functions required during implementation of the contracts/grants by organizing the workflow among consultants and contributors involved in these funded projects. Acts as the liaison and point of contact for all Prop1 technical assistance projects.

Job Duty

2. Manages and maintains electronic records of the project documents such as work plans, progress reports, draft reports, final reports, project schedules, and expenditure reports with specific access to each project contractors/consultants, OWP staff, and UEI staff using software such as Dropbox or Box. Maintain hard copy files required by the State.

Job Duty

3. Coordinates and performs clerical and administrative support functions for multi-year and multi-faceted projects such Proposition 1 projects including invoicing and travel claims. Secures approval from the appropriate project managers to issue check requests.

Job Duty

4. Organizes each project using project management software such as Smartsheet Software to monitor schedules, deliverables, reconciliation of all accounts, and budgets. Updates the Director with budget expenditure and deliverable deadlines.

Job Duty

5. Communicates effectively with internal and external customers. Establishes open communication with University Enterprises, Inc. (UEI) and OWP staff. Keeps consultants and technical experts informed on project status and deadlines. Maintains notes from conference calls and project meetings.

Job Duty

6. Organizes meeting/conference calls using Zoom with funding agencies, consultants/contractors, on-campus project technical experts, and other project staff members. Supports Director in managing new projects assigned as special projects (such as Proposition 1 projects), including kickoff meetings/conference calls, project assignments, project scheduling, task assignment, and task completion to meet deadlines.

Job Duty

7. Processes invoices and prepares them for UEI disbursement. Prepares progress reports for Director’s review and approval for submittal as required by the contracts.

Job Duty

8. Completes Project Work Authorization forms for each project. Secures and completes faculty/consultant agreements for each project.

Job Duty

9. Prepares draft quarterly program report outlining the status of each project.

Job Duty

10. Provides support to student assistants with Time Online, travel claims (if applicable), and other administrative support.

Job Duty

11. Provides backup administrative support for the Director as needed.

Job Duty

11. Provides backup administrative support for the Director as needed.

Posting Detail Information

 

Posting Number B007F17
Number of Vacancies  
Position End Date (if temporary)  
Open Date 08/18/2017
Close Date 09/01/2017
Open Until Filled No
Special Instructions Summary

If you do not include both a cover letter and resume with your application, your application materials will not be considered. Please include your employment and salary history in the “Employment Experience” section of your application in addition to submitting your resume and cover letter.

 

View job details and apply online at  www.ueijobs.com   by  9/1/17