General Information
| Payroll Title | BLANK AST 3 | Title Code | 004722 | Grade/Step | Working Title | Administrative Assistant | |
|---|---|---|---|---|---|---|---|
| Department Name | SOM Student Affairs Dept | Supervisor | Neal L Schiller | Department Head | Neal L Schiller |
Special Requirements and Conditions
| Critical Position |
| Overtime |
Level of Supervision Received
| General Supervision |
Items Used
| Standard office equipment |
Position Purpose
| This position provides essential administrative support for all functions and day-to-day operations in the School of Medicine's Development and Student Affairs offices. The incumbent will provide administrative support to the SOM Development Office and the Office of Student Affairs, assisting with calendaring, special projects, perform special assignments, and working on assignments that are complex in nature where considerable judgment and initiative is needed in resolving problems and making recommendations. Incumbent will serve as focal point for communications; answering phones and screening/redirecting inquiries as appropriate. Incumbent will also serve as staff support to essential committees within the School of Medicine, inclusive of but not limited to, preparing necessary files, preparing agendas, taking minutes, following-up on action items and handling routine correspondence. Incumbent will also be responsible for processing travel requests/reimbursements and other routine accounting transactions for staff utilizing on-line financial systems. The incumbent is expected to use mature judgment, informed decision making, concern for detail and timeliness, as well as, appropriate discretion to deal with complex, confidential and sensitive issues. |
Essential Functions
| Essential Function | % Time |
|---|---|
| Administrative Support for School of Medicine Development Office and Student Affairs Office | 70 |
| Development Office Support: Maintain calendar and make appropriate decisions in the scheduling of appointments which requires extensive coordination and in-depth understanding of the urgency, travel commitments, and priorities of the SOM Development Office. Confirm all scheduled meetings two days prior to appointment. Prepare daily briefing packet for meetings, which includes the preparation of travel information such as detailed maps and contacts for meetings with external constituents. Coordinate travel arrangements by reviewing flight schedules, ground transportation, hotel/meeting locations, etc.; prepare itineraries for the background file with required meeting/conference materials in travel packet form for easy reference. Maintain current contact information for campus and community members necessary to conduct business. Assist in gift processing administration with UCR Foundation/Advancement. Track and process "acknowledgments" for gifts from donors. Utilize Raisers Edge to data mine donor research, retrieve information and upload media to appropriate constituents. Assist by providing timely assistance in the draft, edit, proof, copy, fax and distribution of correspondence and forms. Assist with assignments including web searches, gathering information/data, presenting the information in an organized fashion. Prepare and maintain files, prepare copies, and ensure the consistent organization of documents and files. Student Affairs Office Support: Maintain calendar and make appropriate decisions in the scheduling of student and staff programming in coordination with the UCR SOM Education unit which requires extensive coordination and in-depth understanding of the urgency and priorities of the SOM Student Affairs Office. Assist the Director of Student Affairs with assignments including web searches, gathering information/data, presenting the information in an organized fashion. Prepare and maintain files, prepare copies, and ensure the consistent organization of documents and files. |
|
| Accounting/Miscellaneous | 10 |
| Process travel requests/reimbursements and other routine accounting transactions for staff by utilizing on-line financial systems. Reconcile/verify/track expenses/reimbursements as needed. Assist in planning and coordinating events. Other duties, as assigned. | |
| Communications | 10 |
| Includes answering phones to screen and direct calls appropriately. Includes screening all incoming correspondence and directing it appropriately. Represent the School of Medicine as a point of contact for on-campus and off-campus visitors, including administrators, faculty and staff, as well as community members; requires mature judgment, informed decision making, concern for detail and timeliness, and appropriate discretion to deal with complex, confidential and sensitive issues related to the management of files. 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, Advancement, the business community, and with other research institutions. Assist Admissions team by answering general SOM Admissions emails. | |
| Special Projects | 10 |
| Perform special assignments, which requires researching and collecting information needed to complete projects; locating, analyzing and summarizing data to identify variances and provide recommendations. Work on assignments that are complex in nature where considerable judgment and initiative is needed in resolving problems and making recommendations. Exercise judgment within defined procedures and practices to determine appropriate action. Assess problems and develop solutions following general policies and procedures. Assist Student Affairs unit with establishing consistent marketing of SOM events through public displays in the SOM Education building and all SOM student study/lounge spaces. Assist with the set up and take down of all Student Affairs sponsored programming. | |
Minimum Requirements
| Minimum Requirement | Display Ranking |
|---|---|
| 1 | |
| Education and/or experience equivalent to an Associate's degree in business administration or related field, and 2 years of related experience performing administrative functions. | |
| 2 | |
| Ability to maintain confidentiality at all times and to handle sensitive/confidential information, issues and requests. | |
| 3 | |
| Excellent oral and written communication skills, including the ability to compose business correspondence, edit and use correct spelling, punctuation and grammar. Skill in communicating effectively and professionally using tact and diplomacy. | |
| 4 | |
| Demonstrated experience and expertise using computer software (Microsoft Word, Excel, PowerPoint, Outlook, Adobe) and office equipment. | |
| 5 | |
| Demonstrated experience in handling multiple executive calendars with emphasis on prioritizing requests, anticipating unexpected rescheduling and knowledge of reality timing. | |
| 6 | |
| Ability to function independently and take responsibility for results; organize workload with close attention to detail, manage multiple tasks and timelines. | |
| 7 | |
| Ability to work as a team player and establish and maintain cooperative working relationships. | |
| 8 | |
| Skill in independently researching questions and making appropriate contacts when problem solving. | |
| 9 | |
| Ability to make appropriate decisions following established policies and procedures. | |
| 10 | |
| Demonstrated ability to interact with diverse and controversial issues and people in a professional and amiable manner. | |
Preferred Qualifications
| Preferred Qualification | Display Ranking |
|---|---|
| 1 | |
| Bachelor's degree in business administration or related field. | |
| 2 | |
| Demonstrated experience in extensive and progressively responsible executive level administrative support in a school of medicine, medical center, or similar environment. | |
| 3 | |
| Demonstrated experience with UCR's online financial, purchasing and recharge systems. | |
| 4 | |
| Knowledge of University of California policies and procedures. | |
| 5 | |
| Previous relevant administrative support experience in an academic environment. | |
| 6 | |
| Experience with and knowledge of Raiser's Edge software. | |
| Posted Position Purpose |
|---|
| This position provides essential administrative support for all functions and day-to-day operations in the School of Medicine's Development and Student Affairs offices. The incumbent will provide administrative support to the SOM Development Office and the Office of Student Affairs, assisting with calendaring, special projects, perform special assignments, and working on assignments that are complex in nature where considerable judgment and initiative is needed in resolving problems and making recommendations. Incumbent will serve as focal point for communications; answering phones and screening/redirecting inquiries as appropriate. Incumbent will also serve as staff support to essential committees within the School of Medicine, inclusive of but not limited to, preparing necessary files, preparing agendas, taking minutes, following-up on action items and handling routine correspondence. Incumbent will also be responsible for processing travel requests/reimbursements and other routine accounting transactions for staff utilizing on-line financial systems. The incumbent is expected to use mature judgment, informed decision making, concern for detail and timeliness, as well as, appropriate discretion to deal with complex, confidential and sensitive issues. |
| Posted Minimum Requirements |
| 1. Education and/or experience equivalent to an Associate's degree in business administration or related field, and 2 years of related experience performing administrative functions. 2. Ability to maintain confidentiality at all times and to handle sensitive/confidential information, issues and requests. 3. Excellent oral and written communication skills, including the ability to compose business correspondence, edit and use correct spelling, punctuation and grammar. Skill in communicating effectively and professionally using tact and diplomacy. 4. Demonstrated experience and expertise using computer software (Microsoft Word, Excel, PowerPoint, Outlook, Adobe) and office equipment. 5. Demonstrated experience in handling multiple executive calendars with emphasis on prioritizing requests, anticipating unexpected rescheduling and knowledge of reality timing. 6. Ability to function independently and take responsibility for results; organize workload with close attention to detail, manage multiple tasks and timelines. 7. Ability to work as a team player and establish and maintain cooperative working relationships. 8. Skill in independently researching questions and making appropriate contacts when problem solving. 9. Ability to make appropriate decisions following established policies and procedures. 10. Demonstrated ability to interact with diverse and controversial issues and people in a professional and amiable manner. |
| Posted Preferred Qualifications |
| 1. Bachelor's degree in business administration or related field. 2. Demonstrated experience in extensive and progressively responsible advanced level administrative support in a school of medicine, medical center, or similar environment. 3. Demonstrated experience with UCR's online financial, purchasing and recharge systems. 4. Knowledge of University of California policies and procedures. 5. Previous relevant administrative support experience in an academic environment. 6. Experience with and knowledge of Raiser's Edge software. |