General Information
| Job Description | BLANK AST 3 | Working Title | Administrative Assistant- HR / Bus Ops / Controller |
|---|---|---|---|
| Job Code | 004722 | Grade | |
| Department Name | SOM Finance & Administration - D02013 | Department Head | Maria Aldana |
| Supervisor | Sylvia Vasquez | Effective Date | 01/10/2022 |
Position(s) Directly Supervised
| Job Code | Title | FTE |
|---|
Department Custom Scope
| There are two vacant positions to be filled with this one recruitment: This position supports 1) UCR SOM's Business Operations Manager, and Controller; 2) SOM HR Director, and HR/PR unit. The administrative assistant provides administrative coordination and programmatic support on a wide range of issues, projects, programs, academics and on matters of importance to the school of medicine(SOM). Represents 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. Manage all aspects of the principals business. 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. SOM committees and work groups: prepares and distribute agendas, attend and participate in meetings, record highlights in the form of meeting minutes, track action items and initiate follow-up as necessary. Maintain electronic and hard copy filing systems for easy retrieval. Initiate office policies and procedures to achieve maximum efficiency. This role will also involve assisting with a variety of HR, Payroll and Business Operation transactions. Must maintain confidentiality at all times. |
Education & Experience Requirements
Education Requirements
| Degree | Requirement |
|---|---|
| Bachelor's degree in related field. | Preferred |
Experience Requirements
| Experience | Requirement |
|---|---|
| A minimum of four (4) years of related experience or an associate degree and two years of related experience is required. | Required |
| Experience providing high-level administrative and analytical support with the ability to multi-task and prioritize independently. Demonstrated experience managing a heavily impacted schedule | Required |
| Proficiency in applicable software such as Microsoft Office (Word, Excel, and Outlook) | Required |
| Proficient oral and writting communication skills, with ability to interact with a diverse clientele internally and externally. | Required |
| Demonstrate time management and organizational skills with maintain records with strict attention to detail. | Required |
| Demonstrated experience with UCR's on-line financial, purchasing and recharge systems. | Preferred |
| Knowledge and experience in an academic environment. | Preferred |
| Experience in UC systems for personnel/payroll actions such as UCPath , Time and Attendance, TARS, HRDW and Full Accounting Units (FAU). | Preferred |
License Requirements
Certification Requirements
| Certification | Requirement |
|---|
Educational Condition Requirements
| Condition | Requirement |
|---|
Key Responsibilities
| Description | % Time |
|---|---|
| Administrative Support: 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 the Officer and/or Director. 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. Coordinate travel arrangements by reviewing flight schedules, ground transportation, hotel/meeting locations, etc., follows university policies and procedures; prepare itineraries for the background file with required meeting/conference material. Maintain current contact information for campus and community members necessary to conduct business. Provide timely assistance in the draft, edit, proof, copy, fax and distribution of correspondence and forms. Assist with analytical assignments including: web searches, gathering information, and presenting data in an organized manner. Assists with the coordination, tracking, approval, and storage of policies and procedures. | 50 |
| Office Support: 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. Represent departments 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. Prepare and maintain files, copies, and ensure the consistent organization of documents and files. Establish and maintain employee personnel files and other personnel records. | 20 |
| Committee Support: Attend and participate in regularly scheduled and ad hoc committee meetings and board meetings. Prepares meeting agendas with consideration of current issues and project deadlines. Finalizes and distributes agendas to members of regular meetings. Coordinates necessary arrangements for presentations and special items. Summarizes meeting highlights and tracks action items/responsible party. Maintains list of issues/actions for future agendas. Distributes handouts to those unable to attend. Support committees by maintaining records and files, providing analytical support and follow-up as needed. | 10 |
| Special Projects: Complete special projects as assigned by supervisors to support the needs of the department(s). | 10 |
| Implement administrative office policies and procedures to enhance the overall effectiveness and orderliness of desk operations and administrative support functions. Follows established administrative policies, resolve non-standard problems which lack applicable policies and guidelines, and determine appropriate procedures and methods to prevent problems and improve efficiencies. Assist with monitoring, assigning and responding to tickets in the ticket system. | 10 |
Knowledge, Skills & Abilities
| Knowledge/Skill/Ability | Requirement |
|---|---|
| Skill in communicating effectively and professionally using tact and diplomacy. Excellent written communication skills, including the ability to compose business correspondence, edit and use correct spelling, punctuation, and grammar. | Required |
| Ability to function independently and take responsibility for results; organize workload with close attention to detail; manage multiple tasks and timelines. Ability to make appropriate decisions following established policies and procedures. | Required |
| Ability to work as a team player and establish and maintain cooperative working relationships. Demonstrated ability to interact with diverse and controversial issues and people in a professional and amiable manner. | Required |
| Skill in independently researching questions and making appropriate contacts when problem solving. Demonstrated ability to determine and locate relevant and reliable sources for the collection of information and data. | Required |
| Skill in accurate record keeping with strict attention to detail. | Required |
| Demonstrated knowledge and ability to utilize various software applications such as Word, Excel, Outlook, PowerPoint, and Internet Explorer with a high degree of accuracy and speed. | Required |
| Ability to always maintain confidentiality and to handle sensitive/confidential information, issues, and request | Required |
| Exercise sound judgment, informed decision making, concern for detail and timeliness, as well as appropriate discretion to deal with complex, confidential and sensitive issues. | Required |
| Knowledge of University of California policies and procedures. | Preferred |
Special Requirements & Conditions
| Special Condition | Requirement |
|---|---|
| Travel may be required outside of regular business hours on occasion. | Required |
Other Special Requirements & Conditions
|
|
Level of Supervision Received
| General Direction |
Environment
Working Environment
| Other University Setting |
Other Requirements
Items Used
|
Physical Requirements
|
Mental Requirements
|
Environmental Requirements
|
Critical Position
| Is Critical Position: Yes |