General Information
| Job Description | ADMIN OFCR 2 | Working Title | Executive Administrative Specialist - Facilities |
|---|---|---|---|
| Job Code | 007376 | Grade | 19 |
| Department Name | SOM Finance & Administration - D02013 | Department Head | Maria Aldana |
| Supervisor | Cynthia Carolina | Effective Date |
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
| Provides executive level coordination and support to SOM Facilities. 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 and its clinical affairs. Represent the SOM in a professional manner, exercising sound judgment, tact, and the utmost discretion. Have thorough understanding of the priorities and expectations of the Facilities Manager and take these into account in coordinating their schedule. Manage the calendar of the Facilities Manager, assuring they are fully briefed and have all relevant background materials for each engagement. Manage all aspects of the Facilities Manager's business. Strategize and advise in university communications, meetings/travel schedules, campus and community events, etc. regarding the Facilities Manager'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 policies and procedures within the office to achieve maximum efficiency. Assists with planning and execution of facility and space planning projects for various SOM locations. Must have the ability to multi-task and meet deadlines. |
Education & Experience Requirements
Education Requirements
| Degree | Requirement |
|---|---|
| Bachelor's degree in related area and/or equivalent experience/training. | Required |
| Master's degree in a related area and/or equivalent experience/training. | Preferred |
Experience Requirements
| Experience | Requirement |
|---|---|
| Minimum of 2 years of related experience. | Required |
| Previous related experience in a medical school, medical center, or hospital environment. | Preferred |
| Demonstrated extensive and progressive experience providing high-level executive, project management and analytical support. | Required |
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.
|
40 |
Gathers and analyzes financial and other resource data; prepares reports or analyses of operational activities, evaluation of current and proposed services, et cetera.
|
15 |
Functions as a resource on issues such as researching complex financial discrepancies, escalated customer service problems and vendor concerns.
|
10 |
| Participates in the development and revision of standard operating procedures and guidelines. | 10 |
| Assesses and recommends changes to maintain compliance with federal and state requirements and internal policies. | 5 |
| Conducts trends analyses and helps develop resulting recommendations. | 5 |
| Monitors, and tracks usage of office supplies and Personal Protective Equipment (PPE) orders supplies as needed. | 5 |
| Coordinates SOM Space Committee meetings, providing agenda and deliverables needed. Acts as staff representative and completes action items. Provides reports to co-chairs of departmental Space Committees. Assists SOM Education building's Safety Manager with safety for building occupants. Represents SOM at Campus Facility Managers and Safety meetings; provides pertinent updates to department. | 5 |
| Staffs various ad hoc committee meetings and/or task forces, as needed. Other duties as assigned. | 5 |
Knowledge, Skills & Abilities
| Knowledge/Skill/Ability | Requirement |
|---|---|
| Ability to compose correspondence that clearly and concisely provides information. | Required |
| Demonstrated ability to determine and locate relevant and reliable sources for the collection of information and data. | Required |
| 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 sound judgment in responding to issues and concerns. | Required |
| Ability to use discretion and maintain all confidentiality. | Required |
| Working knowledge of common organization-specific and other computer application programs. | Required |
| Ability to remain flexible at all times with changing priorities and last minute changes. | Required |
| Ability to work with a diverse group at all levels of an organization including faculty, staff, students, senior administrators and external constituents. | Required |
| Demonstrated knowledge and understanding of academic and administrative structure of UCR. | Preferred |
| Ability to work self-sufficiently on assigned task with minimal supervision. Demonstrate the ability to work independently and within a team. | Preferred |
Special Requirements & Conditions
| Special Condition | Requirement |
|---|---|
| Overtime | Required |
| Travel | Required |
Other Special Requirements & Conditions
|
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Level of Supervision Received
| Supervision |
Environment
Working Environment
| UC Intellicenter |
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 |