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in Riverside, CA

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About this job

Looking for an Bilingual Spanish/English Administrative Candidate (This is a University Atomophere)
Temp position will be 2 months or more!
Apply www.mystaffmark.com and 951-384-7555
Serve as focal point for communications for campus, including greeting visitors, answering phones, and screen/redirect as necessary. Screen all incoming correspondences and communication to determine who can supply the needed information; respond to a wide variety of inquiries and questions, keeping in mind the sensitive and political aspects of the Director's Office, possible conflict of interest, intentions, and attitudes of callers. Coordinate formal responses with the appropriate individuals within the department as necessary.
Serve as primary transactor for processing on-line orders for printing, communications, physical plant, fleet services, process web recharges and reimbursements, travel, purchasing, and office supplies. Maintain office supplies for the department and on-line inventory of office supplies and equipment. Open and distribute mail.
Oversee the tracking and verification of Federal Express or other courier services as well as domestic and international mail sent and received.
Provide administrative support to professional and managerial staff, visiting scholars and dignitaries, providing assistance with special projects as requested.
Prepare and maintain files, prepare copies, and ensure the consistent organization of documents
Serve as focal point for communications for the department, including greeting visitors, answering phones, and screen/redirect as necessary. Screen all incoming correspondences and communication to determine who can supply the needed information; respond to a wide variety of inquiries and questions, keeping in mind the sensitive and political aspects of the Director's Office, possible conflict of interest, intentions, and attitudes of callers. Coordinate formal responses with the appropriate individuals within the department as necessary.
Serve as primary transactor for processing on-line orders for printing, communications, physical plant, fleet services, process web recharges and reimbursements, travel, purchasing, and office supplies. Maintain office supplies for the department and on-line inventory of office supplies and equipment. Open and distribute mail.
Oversee the tracking and verification of Federal Express or other courier services as well as domestic and international mail sent and received.
Provide administrative support to professional and managerial staff in Department visiting scholars and dignitaries, providing assistance with special projects as requested.
Prepare and maintain files, prepare copies, and ensure the consistent organization of documents and files.
Interpret correspondences in both Spanish and English.
Travel/Events Coordinator
As directed, arrange executive level meetings in Mexico and the United States. As primary travel coordinator makes travel arrangements for staff and guests to participate in these events. Transact on-line travel forms and reimbursements for all travels.
Coordinate all travel arrangements, by reviewing flight schedules, ground transportation, hotel and meeting locations, and conference registrations. Reserve travel and hotel accommodations, prepare itineraries. Prepare travel and entertainment vouchers, ensuring compliance with all university policy and procedures. Prepare travel information including detailed maps and contacts for each event.
Coordinate through the work of others, the productions of special events for department, such as conferences, symposiums, banquets, committee meetings, etc. Assist in development of overall plans of action and time lines. Schedule facilities and coordinate the ordering of all services/supplies required. Coordinate the development of invitation mailing lists. Assist in the design of invitations and programs. Maintain event reservation list. Oversee the coordination of event catering vendor staff, campus food services staff, in the selection of the appropriate selection of menus and service requirements. Provide on-site oversite and supervision of coordination of event registration and logistics, including supplies and equipment. Supervise casual workers assigned to event.
Assistant to the Director
Maintain calendar and schedule appointments with designated individuals; anticipate potential conflicts and suggest alternatives. Organize meetings for the Director, including arrangements for location/room, necessary AV equipment, room set-up, food service, notices/invitations in collaboration with others. Prepare the Director's meeting materials; compile materials and distribute in a timely manner to appropriate individuals. Coordinate conference calls
Meet with Director on a weekly basis, formulate and distribute, as necessary, Director's (confidential) calendar to institute staff. Copy, fax, and open mail for the Director
Assist professional office staff with analytical assignments as requested, including collecting data, conducting web searches, developing spreadsheets, graphs and charts from various sources for reports and presentations.
Update and maintain chronological files with current information and ensure information is easily retrievable. Update and maintain current contact information for campus and community members.


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