General Information
| Job Description | BLANK AST 3 | Working Title | Administrative Assistant, Pediatrics |
|---|---|---|---|
| Job Code | 004722 | Grade | |
| Department Name | SOM Pediatrics - D02018 | Department Head | Sasidharan Ponthenkandath |
| Supervisor | Pamela Atkinson | Effective Date | 07/06/2021 |
Position(s) Directly Supervised
| Job Code | Title | FTE |
|---|
Department Custom Scope
| The Administrative Assistant provides administrative coordination and support to the finance and administrative officer, clinical chairs, and when needed other high-level management. Provides programmatic, administrative support, preparation of official correspondence, and financial reviews and research on a wide range of issues, projects, programs, academics 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 leadership and take these into account in coordinating schedules. Manage calendars, assuring the designated individuals 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 leader'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 procedures within the office to achieve maximum efficiency. |
Education & Experience Requirements
Education Requirements
| Degree | Requirement |
|---|---|
| Associate degree in a business, healthcare, or related field. | Required |
| Bachelor degree in a business, healthcare, or related field. | Preferred |
Experience Requirements
| Experience | Requirement |
|---|---|
| Minimum of 2 - 4 years of recent experience working in a health care, hospital, university or similar environment providing administrative support to Director level or higher position(s). | Required |
| Demonstrated extensive and progressive experience providing high-level executive, and analytical, and financial support with the ability to multi-task and prioritize independently. | Required |
| Demonstrated experience managing a heavily impacted schedule, with the understanding that a clinical environment is flexible and daily work schedules are fluid. | Required |
| Extremely proficient and experience utilizing various software applications such as Word, Excel, Outlook, PowerPoint, and Internet browsers with a high degree of accuracy and speed. | Required |
| Experience demonstrating excellent written communication skills, including the ability to compose business correspondence, edit and use correct spelling, punctuation and grammar. | Required |
| Experience at the UC Riverside campus performing administrative duties and working with system applications. Demonstrated experience with UCR's on-line financial, purchasing and recharge systems. Knowledge of University of California policies and procedures. | Preferred |
| Demonstrated experience and progressively responsible executive level support in a school of medicine, medical center, or similar environment. | Preferred |
| Knowledge and experience in a University of California academic or healthcare environment. Knowledge of University of California policies and procedures. | Preferred |
License Requirements
Certification Requirements
| Certification | Requirement |
|---|
Educational Condition Requirements
| Condition | Requirement |
|---|---|
| In lieu of the Associate degree, a total of four years of recent experience working in a health care, hospital, university or similar environment providing administrative support to Director level or higher position(s). | Required |
Key Responsibilities
| Description | % Time |
|---|---|
| Calendaring and Meeting Preparations: Maintain calendars and schedule appointments with designated individuals; anticipate potential conflicts and suggest alternatives. Schedule and reserve conference rooms or other facilities. Independently communicate on behalf of designated individuals, conveying information, political or confidential with tact and diplomacy. Proactively identify issues that warrant the awareness of leadership. Research issues; seek consultation from recognized campus resources, and present options. Synthesizes and reviews information and briefs designated individuals in advance of meeting, conferences, and travel, allowing sufficient time for review and assessment; prepare daily background files for each meeting on the calendars which includes the preparation of travel information such as detailed maps and contacts for meetings with external constituents. Organize meetings including arrangements of locations/rooms, necessary audiovisual equipment, room set-up, food service, and notices/invitations; coordinate conference calls. Prepare agendas, take minutes, and follow-up on action items as needed. | 25 |
| Implement administrative office policies and procedures to enhance the overall effectiveness and orderliness of desk operations and administrative support functions. Ensure compliance with administrative policies, resolve non-standard problems which lack applicable policies and guidelines, and determine appropriate procedures and methods to prevent problems and improve efficiencies. Exercise sound judgment, informed decision making, concern for detail and timeliness, as well as appropriate discretion to deal with complex, confidential and sensitive issues. | 15 |
| Process routine financial transactions, identifies account variances, research discrepancies, and propose resolutions. Assist with analytical assignments including, web searches, gathering information/data presenting it in an organized manner. | 10 |
| Represent the department as a point of contact for internal and external visitors, including administrators, faculty and staff, as well as prominent members of the business community, requiring a thorough understanding of the school of medicine and its function and philosophy. Communicate with and develop working relationships with a wide range of contacts, including the administrative and academic offices at UCR, the Office of the President, the business community, and with other research institutions to refer questions and potential concerns and issues. This includes answering phones to screen and direct calls appropriately. Coordinate preparation of files and handle routine correspondence. | 10 |
| Department Ordering and Reimbursement Processing: Utilizes various UCR enterprise systems to coordinate business operations. Utilizes on-line systems and procedures to ensure timely reimbursement processing as needed. Processes on-line orders for supplies, printing, communications, physical plant, and transportation as needed. | 10 |
| Correspondence: Provide timely assistance in the draft, edit, proof, copy, fax and distribution of correspondence and forms for both internal and external entities to include merit and promotion letters, match letters, and other official correspondence. | 10 |
| Committee Support: Prepare and attend to various committees important to the department. Uses excellent written communication skills, including the ability to compose business correspondence, edit and use correct spelling, punctuation and grammar. Functions independently and take responsibility for results; organize workload with close attention to detail; manage multiple tasks and timelines for self and assisting others. Independently researches questions and makes appropriate contacts when problem solving. Makes appropriate decisions following established policies and procedures. Handles sensitive/confidential information, issues and requests. Keeps accurate records with strict attention to detail. | 10 |
| Maintain current contact information for campus and community members necessary to conduct business. Prepare and maintain files, prepare copies, and ensure the consistent organization of documents and files. | 5 |
| Coordinate travel arrangements by reviewing flight schedules, ground transportation, hotel/meeting locations, etc., ensuring compliance with university policies and procedures; prepare itineraries for the background file with required meeting/conference material. | 5 |
Knowledge, Skills & Abilities
| Knowledge/Skill/Ability | Requirement |
|---|---|
| Demonstrated ability to interact with diverse and controversial issues and people in a professional and amiable manner. le sensitive/confidential information, issues and requests. | Required |
| Skill in communicating effectively and professionally using tact and diplomacy. | Required |
| Ability to function independently and take responsibility for results; organize workload with close attention to detail; manage multiple tasks and timelines. Skill in independently researching questions and making appropriate contacts when problem solving. Ability to make appropriate decisions following established policies and procedures. | Required |
| Demonstrated ability to determine and locate relevant and reliable sources for the collection of information and data. | Required |
| Ability to work as a team player and establish and maintain cooperative working relationships. | Required |
| Ability to maintain confidentiality at all times and to handle sensitive/confidential information, issues and requests. | Required |
Special Requirements & Conditions
| Special Condition | Requirement |
|---|---|
| Occasional travel for university related business meetings, conferences and/or professional development. | Required |
| Travel | Required |
| Valid Drivers License | Required |
Other Special Requirements & Conditions
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Level of Supervision Received
| General Supervision |
Environment
Working Environment
| Office setting off campus and may spend some time in a clinical environment. |
Other Requirements
Items Used
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Physical Requirements
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Mental Requirements
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Environmental Requirements
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Critical Position
| Is Critical Position: Yes |