General Information
| Job Description | ADMIN OFCR 2 | Working Title | Executive Administrative Specialist - UCR Health |
|---|---|---|---|
| Job Code | 007376 | Grade | 19 |
| Department Name | Clinical Affairs - D02007 | Department Head | |
| Supervisor | Effective Date | 06/01/2020 |
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
| This position is responsible for supporting the administrative and operational needs of UCR Health operational and financial leadership. The position will be involved in credentialing, and quality improvement. 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 principals are fully briefed and have all relevant background materials for each engagement. Strategize and advise in university communications, meetings/travel schedules, campus and community events, etc. regarding the principal'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. |
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.
|
25 |
| Gathers and analyzes financial and other resource data; prepares reports or analyses of operational activities, evaluates current and proposed services, etc. | 15 |
| Functions as a resource on issues such as researching complex financial discrepancies, escalated customer service problems and vendor concerns. | 5 |
| 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 |
| Coordinates calendars, makes scheduling decisions and screens incoming mail. | 10 |
| 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. Strategizes and advises university communications, meetings/travel schedules, campus and community events, etc. regarding the principal's role as it applies to each situation. Staffs relevant SOM committees and work-groups. Develops and distributes agendas, attends meetings, records highlights, tracks action items and initiates follow up as necessary. | 15 |
| Complies and maintains accurate data for all providers, completes provider credentialing and credentialing applications, monitors and follows up as needed. Maintains provider information online and tracks expiration to ensure timely renewals. | 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 |
| Ability to remain flexible at all times with changing priorities and last minute changes. | Required |
| Demonstrated ability to determine and locate relevant and reliable sources for the collection of information and data. | Required |
| Demonstrated extensive and progressive experience providing project management and analytical support. | 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 |
| Skill and experience using office software applications, such as MS Word, PowerPoint, Excel and Outlook to develop analytical summaries, reports, and correspondence. | Required |
| Demonstrated knowledge and understanding of academic and administrative structure of UCR. | Preferred |
| Strong attention to detail. | Required |
| Ability to organize and prioritize work and manage multiple priorities in a high volume, demanding environment. | Required |
Special Requirements & Conditions
| Special Condition | Requirement |
|---|---|
| Ability to travel between various SOM, UCR and affiliate sites 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
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Critical Position
| Is Critical Position: No |