General Information
| Payroll Title | BLANK AST 3 | Title Code | 004722 | Grade/Step | Working Title | Administrative Assistant | |
|---|---|---|---|---|---|---|---|
| Department Name | SOM Student Affairs Dept | Supervisor | Kendra Jo Harris | 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 Student Affairs offices. The incumbent will provide administrative support to the SOM 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 correspondence, and implementing office procedures. 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 Student Affairs Office | 60 |
| Maintain calendars and schedule appointments with designated individuals; anticipate potential conflicts and suggest alternatives. Schedule and reserve conference rooms or other facilities. Independently communicate on behalf of designated individuals, conveying information with tact and diplomacy. Proactively identify issues, research options and recommend solutions. Make appropriate decisions in the scheduling of student and staff programming in coordination with the UCR SOM Student Affairs unit which requires extensive coordination and in-depth understanding of the urgency and priorities. Organize meetings including arrangements of locations/rooms, necessary audiovisual equipment, room set-up, food service and notices/invitations; coordinate conference calls. Prepare agendas, take minutes and follow up on action items as needed. Assist the Director of Student Affairs with analytical assignments including: researching, gathering, reviewing, analyzing, synthesizing information and data for consumption and provide recommendations as needed. Prepare and maintain files, prepare copies, and ensure the consistent organization of documents and files. Provide timely assistance in the original draft, edit for content, proof, copy, fax and distribution of correspondence and forms. 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, resolve non-standard problems which lack applicable policies and guidelines, and determine appropriate procedures and methods to prevent problems and improve efficiencies. Exercise sound judgment, informed decision making, concern for detail and timeliness, as well as appropriate discretion to deal with complex, confidential and sensitive issues for academic concerns of students. |
|
| Special Projects | 20 |
| 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. | |
| Communications | 10 |
| Answer phones to screen and direct calls appropriately. Screen 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 both internal and external contacts, including the administrative and academic offices at UCR, the business community, and with other research institutions. Assist Admissions team by answering general SOM Admissions emails. | |
| Accounting/Miscellaneous | 10 |
| Utilize various UCR enterprise systems to coordinate business operations. Utilize online systems to process travel requests/reimbursements and other routine accounting transactions for staff, ensuring timely processing. Coordinate travel arrangements by reviewing flight schedules, ground transportation, hotel/meeting locations, etc., ensuring compliance with university policies and procedures; prepare itineraries for the background file with required travel/meeting/conference material. Reconcile/verify/track expenses/reimbursements as needed. Process online orders for supplies, printing, communications, physical plant and transportation as needed. Other duties, as assigned. |
|
Minimum Requirements
| Minimum Requirement | Display Ranking |
|---|---|
| 1 | |
| Four (4) years of related experience performing administrative support to Director level or higher positions. An equivalent combination of education and experience can be substituted. | |
| 2 | |
| Experience providing high-level administrative and analytical support with the ability to multi-task and prioritize independently. | |
| 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. Ability to maintain confidentiality at all times and to handle sensitive/confidential information, issues and requests. | |
| 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. Demonstrated ability to determine and locate relevant and reliable sources for the collection of information and data. | |
| 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. | |
| Posted Position Purpose |
|---|
| This position provides essential administrative support for all functions and day-to-day operations in the School of Medicine's Student Affairs offices. The incumbent will provide administrative support to the SOM 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. Four (4) years of related experience performing administrative support to Director level or higher positions. An equivalent combination of education and experience can be substituted. 2. Experience providing high-level administrative and analytical support with the ability to multi-task and prioritize independently. 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. Ability to maintain confidentiality at all times and to handle sensitive/confidential information, issues and requests. 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. Demonstrated ability to determine and locate relevant and reliable sources for the collection of information and data. 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. |