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 | 08/11/2018 |
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 Senior Associate Dean (SAD) and Associate Dean of Student Affairs in the School of Medicine (SOM), provides executive level coordination and support to the SAD/AD, and when needed high-level management and staff in the Dean's Office. Provides executive level programmatic and administrative support to the SAD/AD on a wide range of issues, projects, programs, and on matters of importance to the School of Medicine and its clinical affairs. Represent the SOM in a professional manner, exercising sound judgment, tact, and the utmost discretion. Have thorough understanding of the priorities and expectations of the SAD/AD and take these into account in coordinating the SAD/AD's schedule. Manage the calendar of the SAD/AD, assuring he/she is fully briefed and has all relevant background materials for each engagement. Manage all aspects of the SAD/AD's business. Strategize and advise in university communications, meetings/travel schedules, campus and community events, etc. regarding the SAD/AD's role as it applies to each situation. 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.
|
30 |
Gathers and analyzes financial and
other resource data; prepares reports
or analyses of operational activities,
evaluates current and proposed
services, etc.
|
15 |
| 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 |
| Conducts trends analyses and helps develop resulting recommendations. | 5 |
Develops and maintains budgets.
|
5 |
| Supervises student assistants to work at the front desk and Dean's Office of SOM Education building, including hiring, training, performance management and scheduling. | 15 |
| Assists Student Affairs office in all programmatic support and assists with coordinating events. | 10 |
| Oversees all mail and deliveries to SOM Education building. | 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 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 |
| Strong initiative and follow-through, self-motivated and results-oriented. | Required |
| Skilled in the use of Microsoft programs (e.g., Word, Excel and PowerPoint), email (i.e., Outlook). | Required |
| Demonstrated ability to work effectively with all levels in the organization and develop informal, cooperative relationships. | Required |
Special Requirements & Conditions
| Special Condition | Requirement |
|---|---|
| Travel to various UCR/SOM sites. | Required |
| Ability to work some evenings and/or weekends for events, as needed. | 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 |