General Information
| Job Description | ADMIN OFCR 2 CX | Working Title | Executive Administrative Specialist - Internal Medicine |
|---|---|---|---|
| Job Code | 004263 | Grade | |
| Department Name | SOM Internal Medicine - D02002 | Department Head | Ramdas Pai |
| Supervisor | Maria Aldana | Effective Date | 04/20/2023 |
Position(s) Directly Supervised
| Job Code | Title | FTE |
|---|
Department Custom Scope
| As the Executive Administrative Specialist to the Chair of Clinical Sciences / Chair of Internal Medicine and Financial Administrative Officer (FAO), provides executive level coordination and support to the designated individuals, and when needed other senior level management and staff in the department. Provides executive level programmatic and administrative support on a wide range of issues, projects, programs, events, and on matters of importance to the department. Represents the department in a professional manner, exercising mature judgment, diplomacy, and the utmost discretion. Provides solid interpersonal and communications skills to include verbal and written, critical thinking, and active listening to communicate effectively with all levels of senior management, faculty, staff, and external constituents. The incumbent performs responsibilities and makes decisions based on a thorough understanding of the Chair and FAO priorities and expectations and takes these into account in coordinating their schedules. Manage calendars, assuring the designated individuals are scheduled appropriately, fully briefed and have relevant background materials for each engagement and meetings. Manage all aspects of the designated individual's business. Strategize and advise in university communications, meetings, symposiums, travel schedules, campus and community events, etc. regarding the leader's role as it applies to each situation. This includes travel preparation, briefings, follow-up on action items, preparing agenda, taking minutes, and handling routine correspondence. Incumbent will also be responsible for processing/assisting with purchase and travel requests, reimbursements, and other routine accounting transactions for staff, utilizing on-line financial systems. Assists with planning and execution of special projects assigned. Initiates policies and procedures within the office to achieve maximum efficiency. The incumbent is expected to use mature judgement, informed decision making, concern for detail and timeliness, as well as appropriate discretion to deal with complex, confidential, and sensitive issues. Please note, the supervisor for this position will be the Finance and Administrative Officer for Internal Medicine when the position is filled Maria Aldana is currently named the position supervisor as the designated interim FAO for Internal Medicine. |
Education & Experience Requirements
Education Requirements
| Degree | Requirement |
|---|---|
| Bachelor's degree in related area and/or equivalent experience/training. | Required |
Experience Requirements
| Experience | Requirement |
|---|---|
| 2 - 4 years of related experience. | Required |
| Experience with UCR related applications and processes. | Preferred |
| Experience working in a clinical setting for understanding of inpatient or outpatient operations. | Preferred |
License Requirements
Certification Requirements
| Certification | Requirement |
|---|
Educational Condition Requirements
| Condition | Requirement |
|---|---|
| A total of six (6) years of directly related experience can be considered in lieu of the bachelor?s degree requirement. | Required |
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. Provides analytical and project management support to the Department Chair, FAO, and faculty. Interacts extensively with senior staff to gather needed data and information, analyzes a wide range of complex issues and requests, provides sound recommendations, takes action to resolve problems and follows up to ensure issues are resolved appropriately. Assists in the administration of affiliate clinical and GME contracts matters, including helping with agreement updates, reviewing the billing logs that are sent to affiliates for billable hours, etc. | 25 |
| Gathers and analyzes financial and other resource data; prepares reports or analyses of operational activities, evaluates current and proposed services, etc. Understands, gathers, validates, analyzes and prepares quantitative data for meetings; responds to and/or coordinates requests for additional information. Interprets, analyzes and assembles data in preparation for proposals, letters and correspondence. Researches, analyzes and synthesizes information and reports for the department. Assists the Chair and FAO with preparing various academic-specific letters, including but not limited to faculty or resident appointment letters, appraisal letters, merit and promotion letters, etc. | 20 |
| Functions as a resource on issues such as researching complex financial discrepancies, escalated customer service problems and vendor concerns. Functions as a resource on issues such as administrative policy, travel, purchasing, accounting and finance. Researches, compiles and summarizes complex and/or highly sensitive issues, policies and topics. Brief the Chair/FAO and/or faculty in a timely fashion with regard to priorities/deadlines, on the status of pending issues and relating to problems of significance and urgency, offering suggestions when possible actions or responses are needed. Maintain expertise in managing reimbursement and completes for department faculty and staff in the absence of the department administrative assistant. | 15 |
| Participates in the development and revision of standard operating procedures and guidelines. | 10 |
| Coordinates calendars, making scheduling decisions, and screens incoming mail. Synthesizes, reviews information, tracks action items, and briefs leaders in advance of meetings, conferences, symposiums and travel. Ensures all logistics are taken care of relating to travel and events. Assist in the preparation and administer the monthly meetings with all the Clinical Chairs, including preparation of agendas, minutes, meeting materials, scheduling, etc | 10 |
| Develops and maintains budgets. | 5 |
| Conducts trends analyses and helps develop resulting recommendations. | 5 |
| Assesses and recommends changes to maintain compliance with federal and state requirements and internal policies. | 5 |
| Staffs various ad hoc committee meetings and/or task forces, as needed. Other duties as assigned. Serves as a backup to the department?s administrative assistant, as needed, and assists with meeting scheduling, preparation of meeting minutes and agendas, and other administrative matters. | 5 |
Knowledge, Skills & Abilities
| Knowledge/Skill/Ability | Requirement |
|---|---|
| Solid communication and interpersonal skills to communicate effectively with all levels of staff, both verbally and in writing. | Required |
| Ability to use discretion and maintain all confidentiality. | Required |
| Ability to use sound judgment in responding to issues and concerns. | Required |
| Working knowledge of common organization-specific and other computer application programs. | Required |
| Demonstrated extensive and progressive experience providing high-level executive, project management and analytical support. | Required |
| Solid organizational skills and ability to multi-task with demanding timeframes. | Required |
| Demonstrated knowledge and understanding of academic and administrative structure of UCR. | Preferred |
Special Requirements & Conditions
| Special Condition | Requirement |
|---|---|
| Valid Drivers License | Required |
| Overtime | Required |
| Travel | Required |
| Travel Outside of Normal Business Hours | Required |
| Will be required to travel to various School of Medicine facilities and community events. | Required |
Other Special Requirements & Conditions
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Level of Supervision Received
| 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 |