General Information
| Payroll Title | BLANK AST 3 | Title Code | 004722 | Grade/Step | Working Title | Administrative Assistant | |
|---|---|---|---|---|---|---|---|
| Department Name | Biomedical Sciences Dept | Supervisor | Monica J Carson | Department Head | Monica J Carson |
Special Requirements and Conditions
| Critical Position |
| Overtime |
Level of Supervision Received
| General Supervision |
Items Used
| Computer, printer, telephone, scanner, Microsoft Office: Excel, Word, PowerPoint, Outlook |
Position Purpose
| This position provides essential and high level administrative support for all functions and day-to-day operations in the School of Medicine (SOM), Division of Biomedical Sciences. The incumbent is responsible for maintaining the calendar of Chair of the Division, ensuring the Chair has sufficient background materials necessary for meetings and/or travel itineraries. The incumbent will also provide administrative support to the Financial & Administrative Officer (FAO) as well as on special projects, perform special assignments, and work 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 purchase and 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 the Chair of Biomedical Sciences | 50 |
| Maintain calendar and make appropriate decisions in the scheduling of appointments which requires extensive coordination and in-depth understanding of the urgency, travel commitments, teaching schedules and all other priorities for the Chair of the Division of Biomedical Sciences. Confirm all scheduled meetings two days prior to appointment. Maintain timeline of milestones and due dates for the Chair and Division projects and initiatives. Prepare and submit professional leave requests as needed for the Chair. Prepare daily briefing packet for each meeting on the Chair's calendar which includes the preparation of travel information such as directions, detailed maps and contacts for meetings with external constituents. Prepare and maintain files, prepare copies, and ensure the consistent organization of documents and files. Assist by providing timely assistance in the draft, edit, proof, copy, fax and distribution of correspondence and forms. Assist with analytical assignments including web searches, gathering information/data, presenting the information in an organized fashion. 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. Ability to maintain confidentiality at all times and to handle sensitive/confidential information, issues and requests. |
|
| SOM Special Projects | 35 |
| Provide staff support for the Faculty Executive Committee (FEC). Organize meetings including arrangements of locations/rooms, necessary audiovisual equipment, room set-up, food service, and notices/invitations; coordinate conference calls. Compile and distribute various correspondence on behalf of the FEC Chair and responsible for follow-up and collation of opinions and responses. Prepare and distribute meeting agendas and other materials, take minutes, and follow-up on action items as needed. Attend Academic Senate meetings. Keep ongoing confidential file of all meeting agendas, minutes and important documents. Attend faculty meetings, assist with meeting minutes, and research agenda items as requested. Work with departmental committees on data collection and report generation. Review Bylaws and disseminate to committee as needed. Attend faculty meetings, assist with meeting minutes, and research agenda items as requested. Work with departmental committees on data collection and report generation. Provide administrative support to graduate program BMSC 254 course seminar series. Responsible for preparation and distribution of announcements, scheduling locations/rooms and initiating/reconciling purchase requisitions. Prepare and distribute event flyers and announcements. Prepare requests for additions/deletions of PIN access to SOM buildings. Provide dedicated administrative support to programs and/or departments to ensure team coverage to all critical functions. Perform special assignments that require research and collection of information; ability to locate, analyze and summarize data in an effort to identify variances and provide recommendations. Applies acquired job skills, policies and procedures to complete substantive assignments/projects/tasks of moderate scope and complexity; exercises judgment within defined procedures and practices to determine appropriate action. Implement administrative office policies and procedures to enhance the overall effectiveness and orderliness of desk operations and administrative support functions. Ensure compliance with administrative policies and determine appropriate procedures and methods to prevent problems and improve efficiencies. Track and tally voting nominations for merits, promotions, and nominations. Provide information to Academic Senate for review, final count and announcement of results. |
|
| Accounting/Miscellaneous | 10 |
| Assists with various accounting/financial transactions for Biomedical Sciences faculty and staff by utilizing online financial systems, including purchase orders, travel requests, reimbursements, web recharge and printing and reprographics. Responsible for applying and adhering to UC Policies and Procedures and SOM policy, as they pertain to travel and entertainment reimbursements. Attend campus-wide travel and purchasing meetings as scheduled; disseminate policy changes as needed. Work with FAO to reconcile, verify and/or track expenses/reimbursements as needed and provide ad-hoc reporting. Assists with ongoing maintenance of Biomedical Sciences newsletter, faculty directory and website. Maintain calendars schedule for BMSC conference rooms. Assist in planning and coordinating events. Other duties, as assigned. |
|
| Serve as a Focal Point for Communications | 5 |
| Serve as liaison of FEC and facilitates all communication and miscellaneous correspondence between FEC and Academic Senate. Screens both incoming mail and phone calls, tracking items to ensure timely response. Routes calls/mail, responds to or redirects correspondence as appropriate. Represent the Division of Biomedical Sciences as a point of contact for on-campus and off-campus visitors, including administrators, faculty and staff, as well as prominent members of the business community; 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, the business community, and with other research institutions. |
|
Minimum Requirements
| Minimum Requirement | Display Ranking |
|---|---|
| 1 | |
| Four (4) years of related experience. | |
| 2 | |
| Demonstrated experience in extensive and progressively responsible executive level support. | |
| 3 | |
| Ability to function independently and take responsibility for results; organize workload with close attention to detail and accuracy; manage multiple tasks and timelines. | |
| 4 | |
| Excellent written communication skills, including the ability to compose business correspondence, edit and use correct spelling, punctuation and grammar. | |
| 5 | |
| Ability to maintain confidentiality at all times and to handle sensitive/confidential information, issues and requests. | |
| 6 | |
| Skill in communicating effectively and professionally using tact and diplomacy. | |
| 7 | |
| Ability to make appropriate decisions following established policies and procedures. | |
| 8 | |
| Skill in independently researching questions and making appropriate contacts when problem solving. | |
| 9 | |
| Demonstrated experience and expertise with computer software (Microsoft Word, Excel, PowerPoint, and Outlook) and office equipment. | |
Preferred Qualifications
| Preferred Qualification | Display Ranking |
|---|---|
| 1 | |
| Bachelor's degree in related field. | |
| 2 | |
| Demonstrated experience in extensive and progressively responsible executive level support in a school of medicine, medical center, or similar environment. | |
| 3 | |
| Knowledge of University of California policies and procedures. | |
| 4 | |
| Demonstrated experience with UCR's on-line financial, purchasing and recharge systems. | |
| 5 | |
| Knowledge and experience in an academic environment. | |
| Posted Position Purpose |
|---|
| This position provides essential and high level administrative support for all functions and day-to-day operations in the School of Medicine (SOM), Division of Biomedical Sciences. The incumbent is responsible for maintaining the calendar of Chair of the Division, ensuring the Chair has sufficient background materials necessary for meetings and/or travel itineraries. The incumbent will also provide administrative support to the Financial & Administrative Officer (FAO) as well as on special projects, perform special assignments, and work 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 purchase and 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. Four (4) years of related experience. 2. Demonstrated experience in extensive and progressively responsible executive level support. 3. Ability to function independently and take responsibility for results; organize workload with close attention to detail and accuracy; manage multiple tasks and timelines. 4. Excellent written communication skills, including the ability to compose business correspondence, edit and use correct spelling, punctuation and grammar. 5. Ability to maintain confidentiality at all times and to handle sensitive/confidential information, issues and requests. 6. Skill in communicating effectively and professionally using tact and diplomacy. 7. Ability to make appropriate decisions following established policies and procedures. 8. Skill in independently researching questions and making appropriate contacts when problem solving. 9. Demonstrated experience and expertise with computer software (Microsoft Word, Excel, PowerPoint, and Outlook) and office equipment. |
| Posted Preferred Qualifications |
| 1. Bachelor's degree in related field. 2. Demonstrated experience in extensive and progressively responsible executive level support in a school of medicine, medical center, or similar environment. 3. Knowledge of University of California policies and procedures. 4. Demonstrated experience with UCR's on-line financial, purchasing and recharge systems. 5. Knowledge and experience in an academic environment. |