General Information
| Job Description | BLANK AST 2 | Working Title | Faculty Development Administrative Assistant |
|---|---|---|---|
| Job Code | 004723 | Grade | |
| Department Name | Undergrad Medical Ed - D02005 | Department Head | Pablo Joo |
| Supervisor | Rosemary Tyrrell | Effective Date | 02/28/2023 |
Position(s) Directly Supervised
| Job Code | Title | FTE |
|---|
Department Custom Scope
| The Faculty Development Administrative Assistant supports the SOM's Office of Faculty Development in their mission to foster a culture that promoted excellence in teaching, fosters collaboration and supports faculty in their efforts to explore innovative, evidence-informed teaching methods that generate student success. Provides general administrative support for the SOM Office of Faculty Development programs, which includes answering phone calls, responding to inquiries, preparing correspondence, coordinating special events, maintaining calendars, scheduling appointments and coordinating travel. |
Education & Experience Requirements
Education Requirements
| Degree | Requirement |
|---|---|
| Bachelor's degree in a related field. | Preferred |
Experience Requirements
| Experience | Requirement |
|---|---|
| Minimum of 2 years demonstrated related experience in an office environment providing administrative support, including managing complex appointment and travel calendars with frequent changes for multiple individuals. | Required |
| Prior experience processing routine accounting/financial transactions and coordinating travel. | Required |
| Experience interpreting policies and procedures. | Required |
| Administrative experience in a university or higher education environment. | Preferred |
License Requirements
Certification Requirements
| Certification | Requirement |
|---|
Educational Condition Requirements
| Condition | Requirement |
|---|
Key Responsibilities
| Description | % Time |
|---|---|
| Meeting Coordination: Assists Director and team on projects including collecting data, conducting web searches, developing spreadsheets, graphs and charts from various sources for reports and presentations. Updates and maintains current contact information on department stakeholders. | 30 |
| Faculty Development Session Coordination: Has primary responsibility for the set-up, registration, clean up and support as needed for all faculty development programs. Provides support to create and routinely update all program materials including Office of Faculty Development flyers, website, iLearn courses, guides and handouts. Assists with administering faculty development sessions as needed, including regular evening and occasional weekend assignments. Assists in tracking attendance, evaluation of programs, expense/budget accounts and travel expenses. Schedules rooms for program activities and distributes materials. Maintains and creates databases and surveys. | 30 |
| General Administrative Duties: Performs general administrative duties for the Office of Faculty Development programs, which includes answering phone calls, responding to written inquiries, preparing memos, coordination of special events, scheduling appointments/meetings and data entry. Maintains office supplies for office operations. Processes online orders for supplies, printing, dining services, marketing materials, etc. Has primary responsibility for overall department organization, ensuring smooth operations of department functions, which includes maintaining physical and online materials and keeping an inventory of department resources. Prepares various documents/correspondence using analytical skills. | 30 |
| Miscellaneous: As part of the Office of Faculty Development team, participates in activities that relate to the Office of Faculty Development as a whole and assists with a variety of needs associated with the Office of Faculty Development's operations and programs. Follows all federal university FERPA guidelines and policies regarding confidentiality. Assists in supervision of student assistants. Maintains a productive working relationship within the School of Medicine and the campus community. Other duties as assigned. | 10 |
Knowledge, Skills & Abilities
| Knowledge/Skill/Ability | Requirement |
|---|---|
| Exceptional organizational, time management and general office management skills. | Required |
| Ability to prioritize and meet deadlines working with frequent interruptions. Ability to work on multiple assignments and manage time effectively to ensure deadlines are met in a fast-paced office. | Required |
| Ability to work within a team and establish and maintain cooperative working relationships. Ability to interact effectively as an individual and a team member with department staff, faculty, students and outside community members. | Required |
| Ability to maintain confidentiality, exercise discretion and sound judgment. | Required |
| Excellent oral, written, presentation and communication skills. Skill in communicating effectively and professionally using tact and diplomacy with a diverse population. | Required |
| Demonstrated ability to compose business correspondence, edit and use correct spelling, punctuation and grammar. Demonstrated skill in creating and editing documents, spreadsheets, presentation and reports using advanced features in Microsoft Word, Excel, PowerPoint or other similar software. | Required |
| Skill in accurate record keeping with strict attention to detail. | Required |
| Knowledge and understanding of UCR policies and procedures. | Preferred |
| Knowledge of and experience with UCR financial systems. | Preferred |
Special Requirements & Conditions
| Special Condition | Requirement |
|---|---|
| Ability to frequently work evenings and weekends as needed for Faculty Development events. | Required |
| Travel Outside of Normal Business Hours | Required |
| Must possess or obtain a Valid CA Driver License in accordance with the California Department of Motor Vehicles, if driving a university/personal vehicle for university related business. | Required |
| Overtime | Required |
| Occasional travel for university related business meetings, conferences and/or professional development. | Required |
Other Special Requirements & Conditions
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Level of Supervision Received
| Close Supervision |
Environment
Working Environment
| Campus |
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 |