General Information
| Job Description | ADMIN OFCR 2 | Working Title | Executive Assistant - Biomedical Sciences |
|---|---|---|---|
| Job Code | 007376 | Grade | 19 |
| Department Name | Biomedical Sciences - D01059 | Department Head | |
| Supervisor | Effective Date | 05/30/2019 |
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 the Executive Administrative Specialist to the Division of Biomedical Sciences Chair and Biomed Financial Administrative Officer (FAO), provides executive level coordination and support to the designated individuals, and when needed other senior level management and staff in the Division of Biomedical Sciences. Provides executive level programmatic and administrative support on a wide range of issues, projects, programs, events, and on matters of importance to the Division of Biomed. Represents the Division of Biomed in a professional manner, exercising mature judgment, diplomacy, and the utmost discretion. Provides solid interpersonal and communications skills to include verbal and written, critical thinking, and active listening to communicate effectively with all levels of senior management, faculty, staff, external constituents. The incumbent performs responsibilities and makes decisions based on a thorough understanding of the Division Chair and FAO priorities and expectations, and takes these into account in coordinating their schedules. Manage calendars, assuring the designated individuals are scheduled appropriately, fully briefed and have relevant background materials for each engagement and meetings. Manage all aspects of the designated individual's business. Strategize and advise in university communications, meetings, symposiums, travel schedules, campus and community events, etc. regarding the leader's role as it applies to each situation. This includes travel preparation, briefings, follow-up on action items, preparing agenda, taking minutes, and handling routine correspondence. Incumbent will also be responsible for processing purchase and travel requests, reimbursements and other routine accounting transactions for staff utilizing on-line financial systems. Assists with planning and execution of special projects assigned. Initiates policies and procedures within the office to achieve maximum efficiency. The incumbent is expected to use mature judgement, informed decision making, concern for detail and timeliness, as well as, appropriate discretion to deal with complex, confidential and sensitive issues. |
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. | 10 |
| 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 database and hard copy files of initiatives, assignments, projects and various actions within the Division of Biomed. Assists in the development and strategic planning of upcoming meetings, activities and collaborations. | 10 |
| Coordinates calendars, making scheduling decisions, and screens incoming mail. Synthesizes, reviews information, tracks action items, and briefs leaders in advance of meetings, conferences, symposiums and travel. Ensures all logistics are taken care of relating to travel and events. | 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 |
Special Requirements & Conditions
| Special Condition | Requirement |
|---|---|
| Ability to travel between various UC Riverside/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 |