General Information
| Job Description | ADMIN OFCR 2 | Working Title | Executive Administrative Specialist |
|---|---|---|---|
| Job Code | 007376 | Grade | 19 |
| Department Name | SOM Finance & Administration - D02013 | Department Head | |
| Supervisor | Effective Date | 09/18/2017 |
Position(s) Directly Supervised
| Job Code | Title | FTE |
|---|
Generic Scope
| Professional who applies acquired job skills, policies, and procedures to complete substantive assignments/projects/tasks of moderate scope and complexity; exercises judgment within defined guidelines and practices to determine appropriate action. |
Custom Scope
| Uses professional concepts to apply organization policies and procedures to oversee a variety of ongoing administrative operational issues. Administers defined operational program. Analyzes and resolves operational problems of moderate scope. |
Department Custom Scope
| The Executive Administrative Specialist performs administrative services for he Associate Dean/Chief Financial Administrative Officer (AD/CFAO) and the Executive Director of Finance for the School of Medicine (SOM), and when needed senior level management and staff in the Dean's office. Collaborates on a wide range of issues, projects, programs, and on matters of importance to the School of Medicine related to it's financial affairs. Represents the SOM in a professional manner, exercising sound judgment, tact and the utmost discretion. Have thorough understanding of the priorities and expectations of the AD/CFAO and Executive Director of Finance and take these into account in coordinating their schedules. Assists with planning and execution of special projects assigned. |
Education & Experience Requirements
Education Requirements
| Degree | Requirement |
|---|---|
| Bachelor's degree in related area and/or equivalent experience/training. | Required |
Experience Requirements
| Experience | Requirement |
|---|
License Requirements
Certification Requirements
| Certification | Requirement |
|---|
Educational Condition Requirements
| Condition | Requirement |
|---|
Key Responsibilities
| Description | % Time |
|---|---|
Administers a defined operational
program or activities which may include
some of the following functions:
finance, facilities, payroll, space
planning, student services, human
resources, communications,
informational technology or safety.
|
20 |
Gathers and analyzes financial and
other resource data; prepares reports
or analyses of operational activities,
evaluates current and proposed
services, etc.
|
35 |
| Functions as a resource on issues such as researching complex financial discrepancies, escalated customer service problems and vendor concerns. | 10 |
| Assesses and recommends changes to maintain compliance with federal and state requirements and internal policies. | 5 |
| Participates in the development and revision of standard operating procedures and guidelines. | 10 |
| Conducts trends analyses and helps develop resulting recommendations. | 5 |
| Assists SOM Education building's Safety Manager with safety for building occupants. | 5 |
| Coordinates calendars, makes scheduling decisions, and screens incoming mail. Synthesizes, reviews information, tracks action items, and briefs leaders in advance of meetings, conferences and travel. Ensures all logistics are taken care of relating to travel and events. Staffs various recurring and ad hoc committee meetings and/or task forces, as needed. | 10 |
Knowledge, Skills & Abilities
| Knowledge/Skill/Ability | Requirement |
|---|---|
| Working knowledge of common organization-specific and other computer application programs. | Preferred |
| Solid communication and interpersonal skills to communicate effectively with all levels of staff, both verbally and in writing. | Required |
| Solid organizational skills and ability to multi-task with demanding timeframes. | Required |
| Ability to use discretion and maintain all confidentiality. | Required |
| Ability to use sound judgment in responding to issues and concerns. | Required |
| Demonstrated extensive and progressive experience providing project management and analytical support. | Required |
| Demonstrated ability to determine and locate relevant and reliable sources for the collection of information and data. | Required |
| Ability to compose correspondence that clearly and concisely provides information. | Required |
| Ability to work with a diverse group at all levels of an organization including faculty, staff, students, senior administrators and external constituents. | Required |
| Ability to remain flexible at all times with changing priorities and last minute changes. | Required |
| Demonstrated extensive and progressive experience providing high-level executive, project management and analytical support in a medical school, medical center, or hospital environment. | Preferred |
| Demonstrated knowledge and understanding of academic and administrative structure of UCR. | Preferred |
| Skill and experience using office software applications, such as MS Word, PowerPoint, and Excel to develop analytical summaries, reports, and correspondence. | Required |
Special Requirements & Conditions
| Special Condition | Requirement |
|---|---|
| Ability to travel between various UC Riverside sites. | Required |
Other Special Requirements & Conditions
|
Level of Supervision Received
| Supervision |
Environment
Working Environment
| Campus |
Other Requirements
Items Used
|
Physical Requirements
|
Mental Requirements
|
Environmental Requirements
|
Critical Position
| Is Critical Position: No |