General Information
| Job Description | EXEC AST 3 | Working Title | Special Assistant to the Athletics Director |
|---|---|---|---|
| Job Code | 007384 | Grade | 20 |
| Department Name | Intercollegiate Athletics - D01099 | Department Head | |
| Supervisor | Effective Date |
Position(s) Directly Supervised
| Job Code | Title | FTE |
|---|
Generic Scope
| Experienced professional who knows how to apply theory and put it into practice with in-depth understanding of the professional field; independently performs the full range of responsibilities within the function; possesses broad job knowledge; analyzes problems/issues of diverse scope and determines solutions. |
Custom Scope
| For a senior manager (i.e. direct report to a direct report to the President, Chancellor or Health System CEO), ensures administrative processes and office operations run smoothly in the executive's office. Demonstrates good judgment in selecting methods and techniques for obtaining solutions. |
Department Custom Scope
| The Special Assistant to the Athletics Director provides executive level coordination and support to the Athletics Director and Senior Leadership of the UC Riverside Athletics office, providing high level programmatic and administrative support on a wide range of issues, projects, programs, and on matters of importance to Athletics. Represents Athletics in a professional manner, exercising sound judgement, tact, and the utmost discretion. Manages calendars, assuring the designated individuals are scheduled appropriately, fully briefed and have relevant background materials for each engagement and meeting. Incumbent will also be responsible for travel arrangements, processing purchase and travel request, reimbursements and other routine accounting transactions utilizing on-line financial systems. Assists with planning and execution of special projects assigned. Must be available to work nights, weekends and holidays, as needed. |
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 |
|---|---|
Oversees and ensures the daily administrative operations run smoothly for the executive's office.
|
40 |
| Prepares confidential reports for senior staff, system wide and other officials. | 10 |
| Participates in the development and implementation of efficient and effective systems for managing information, projects and communications to ensure accurate and timely responses. | 5 |
| Functions as the gatekeeper, understanding the requirements of the executive, in order to prioritize issues according to urgency and to allocate time for scheduled events, travel and meetings. | 10 |
| Makes high level contacts of a sensitive nature, internally and externally requiring discretion and diplomacy. | 5 |
| Handles the details of a variety of matters on behalf of the executive. | 5 |
| Work with Office of Advancement, Development and community offices to manage databases containing mailing lists and contact information (donors, season tickets, campus leaders, community leaders, Athletics Association) | 5 |
| Research, prepare, edit confidential presentation from NCAA database; analyze data and documents for accuracy critical to NCAA and Big West Conference requirements | 10 |
| Provide assistance for staff searches, as needed. | 5 |
| Other duties as assigned. | 5 |
Knowledge, Skills & Abilities
| Knowledge/Skill/Ability | Requirement |
|---|---|
| Familiarity with the organization's processes, protocols and procedures. | Required |
| Knowledge of federal regulations such as FERPA. | Required |
| Thorough knowledge of common organization-specific and other computer application programs. | Preferred |
| Solid analytical/problem-solving skills. | Required |
| Political acumen and sensitivities to the differing perspectives and political circumstances within all levels of the organization as well as the Office of the President and external constituencies. | Required |
| Strong service orientation. | Required |
| Strong skills to communicate effectively with all levels of staff, faculty, alumni/donors, students and external constituencies, both verbally and in writing. | Required |
| Advising and counseling skills. | Required |
| Ability to multi-task with demanding timeframes. | Required |
| Ability to use high-level discretion and maintain a high level of confidentiality. | Required |
| Must be detail oriented and possess effective proofreading and organizational skills. | Required |
| Advanced skill in using software programs, including Microsoft Word, Excel, PowerPoint, Access, and calendaring software. | Required |
| Knowledge of and experience with Internet search engines for data gathering purposes. | Required |
| Must be able to take initiative, follow through and prioritize projects. | Required |
| Ability to make sound judgments, work independently to meet deadlines, and maintain confidentiality | Required |
| Demonstrated proficiency in computer applications. | Required |
| Demonstrated experience and progressively responsible executive level support. | Preferred |
| Experience working with online calendaring systems. | Preferred |
| Demonstrated experience with UCR's on-line financial, purchasing and recharge systems. | Preferred |
| Knowledge of UCR and skill in analyzing UC policies and procedures. | Preferred |
Special Requirements & Conditions
| Special Condition | Requirement |
|---|
Other Special Requirements & Conditions
|
Level of Supervision Received
| GeneralSupervision |
Environment
Working Environment
| Campus |
Other Requirements
Items Used
|
Physical Requirements
|
Mental Requirements
|
Environmental Requirements
|
Critical Position
| Is Critical Position: No |