General Information
| Job Description | BLANK AST 3 | Working Title | Administrative Assistant-Student Affairs |
|---|---|---|---|
| Job Code | 004722 | Grade | |
| Department Name | SOM Student Affairs Dept - D02001 | Department Head | Daniel Teraguchi |
| Supervisor | Amy Gu | Effective Date | 05/06/2024 |
Position(s) Directly Supervised
| Job Code | Title | FTE |
|---|
Department Custom Scope
| Under the supervision of the Financial Operations Manager (FOM), coordinates, oversees, and/or performs a wide variety of financial and administrative support activities for the School of Medicine (SOM) Department of Student Affairs. Provides support for the day-to-day various administrative support functions within the department. Initiates procurements, web recharges, travel coordination, and processes reimbursements. The Administrative Assistant will provide primary support for assigned unit retreats, staff unit meeting, activity logistics, farewell events, etc. Responsible for documenting, communicating, and disseminating departmental, campus, and UC policies and guidelines; fostering and sustaining appropriate customer/client relations. |
Education & Experience Requirements
Education Requirements
| Degree | Requirement |
|---|---|
| Bachelor's degree in a 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 |
| Demonstrated administrative experience in a university or higher education environment. | Required |
License Requirements
Certification Requirements
| Certification | Requirement |
|---|
Educational Condition Requirements
| Condition | Requirement |
|---|
Key Responsibilities
| Description | % Time |
|---|---|
| General Administrative Duties. Provide direct administrative support to the assigned unit department heads. Provide direct calendaring support for the Associate Dean, Director of Academic Success, and Wellness Director when requested. May help to manage front office activities and serve as receptionist. Answer phones, direct traffic, sign for packages, and provide supervision to student workers. Assist office staff with clerical tasks to support activities which include but are not limited to copying, filing, organizing, and processing/signing incoming and outgoing deliveries. Assist in creating posters and flyers. Attend and participate in monthly user group meetings to stay abreast of UC and UCR policy changes and updates. Serve as the first point of contact and subject matter expert for travel, procurement, reimbursements, and policy. Manage the IT Database renewal process. | 35 |
| Financial and travel coordination. Serve as a Procurement Cardholder for the assigned units. This includes making purchases on the ProCard and adhering to the ProCard policy, processes, and procedures outlined by the unit, SOM, and campus. Responsible for the procurement function from initiation to end. Ensure goods/services ordered are received and that payments to vendors are issued in a timely manner. Initiate purchase orders and requests for general operations. These include but are not limited to:Order office supplies, order goods and services, the independent contractor process, performance agreements, honorariums, sponsorships, gifts, and business card orders. Ensure timely processing of all purchase requisitions, reimbursements, travel expenditures, etc., to meet accounting requirements and fiscal deadlines. Reviews and analyzes reports for discrepancies and works with Analysts to make corrections. Applies knowledge to prepare and/or review financial transactions while adhering to university and agency policies and procedures. Serve as the primary Receiver for assigned units. Special projects as assigned/needed. | 35 |
| Manage the Student Leave of Absence Process. This includes but is not limited to coordinating and tracking all pre and post leave of absence communication and documentation related to the student leave of absence process. | 15 |
| Serve as back-up to Student Life/Event Coordinator & other SA Administrative Assistant & Executive Assistants for all matters related to events. Initiate event approval requests for assigned units. Responsible for planning and coordinating event logistics for assigned units. | 10 |
| Miscellaneous - Other duties as assigned. | 5 |
Knowledge, Skills & Abilities
| Knowledge/Skill/Ability | Requirement |
|---|---|
| Ability to maintain confidentiality, exercise discretion and sound judgment. | 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 |
| Demonstrated ability to compose business correspondence, edit and use correct spelling, punctuation and grammar. Demonstrated skill in creating and editing documents in word processing applications using advanced features and creating spreadsheets and reports using Word, Excel, Power Point or other software applications. | Required |
| Exceptional organizational, time management and general office management skills. 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 |
| Excellent oral, written, presentation, and interpersonal communication skills. Skill in communicating effectively and professionally using tact and diplomacy with a diverse population. | Required |
| Skill in accurate record keeping with strict attention to detail. | Required |
| Ability to work with people from diverse cultural backgrounds | Required |
| Knowledge of University policies and procedures related to procurement practices, equipment management, general accounting practices, account reconciliation, travel and entertainment reimbursement. | Preferred |
Special Requirements & Conditions
| Special Condition | Requirement |
|---|
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 |