General Information
| Job Description | ADMIN OFCR 2 | Working Title | Executive Assistant |
|---|---|---|---|
| Job Code | 007376 | Grade | 19 |
| Department Name | SOM - Dean's Office - D02000 | Department Head | |
| Supervisor | Effective Date | 04/23/2018 |
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
| As Executive Assistant to the Administrative Operations Manager, Dean of the SOM and Assistant Dean of Strategic Initiatives (Principals) in the School of Medicine (SOM), provides executive level coordination and support to designated individuals, and when needed other high-level management and staff in the Dean's Office. Provides executive level programmatic and administrative support on a wide range of issues, projects, programs, and on matters of importance to the School of Medicine. Represent the SOM in a professional manner, exercising sound judgment, tact, and the utmost discretion. Have thorough understanding of the priorities and expectations of senior leadership and take these into account in coordinating schedules. Manage calendars, assuring the designated individuals are scheduled appropriately, fully briefed and have all relevant background materials for each engagement. Manage all aspects of the designated individual's business. Strategize and advise in university communications, meetings/travel schedules, campus and community events, etc. regarding the leader's role as it applies to each situation. This includes travel prep, briefings, follow-up and timely reimbursement. Staff relevant SOM committees and work groups: develop and distribute agendas, attend meetings, record highlights, track action items and initiate follow-up as necessary. Maintain electronic and hard copy filing systems for easy retrieval. Initiate policies and procedures within the office to achieve maximum efficiency. |
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.
|
20 |
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. | 5 |
| Provides guidance to supervisors and managers in developing job descriptions, facilitating benefits communications, and providing guidance on compensation programs, personnel policies, and procedures. | 5 |
| Conducts trends analyses and helps develop resulting recommendations. | 5 |
| Staffs various ad hoc committee meetings and/or task forces, as needed. Other duties as assigned. | 10 |
| Maintains and keeps electronic and hard copy files of various actions within the Dean's Office and Strategic Initiatives. Assists in the development and strategic planning of upcoming meetings, activities and collaborations. | 15 |
| Assists in the Administrative Unit's yearly evaluation/appraisal process. Sends out reminders regarding appraisal interviews and sets up appraisal reviews for those reporting to the Administrative Operations Manager and Assistant Dean of Strategic Initiatives. | 5 |
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 ability to determine and locate relevant and reliable sources for the collection of information and data. | Required |
| Ability to remain flexible at all times with changing priorities and last minute changes. | Required |
| Demonstrated knowledge and understanding of academic and administrative structure of UCR. | Preferred |
Special Requirements & Conditions
| Special Condition | Requirement |
|---|---|
| Occasional travel between SOM sites and affiliates. | 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 |