General Information
| Payroll Title | BLANK AST 3 | Title Code | 004722 | Grade/Step | Working Title | Administrative Assistant | |
|---|---|---|---|---|---|---|---|
| Department Name | SOM Compliance Dept | Supervisor | Paul H Hackman | Department Head | Gerald A Maguire |
Special Requirements and Conditions
| Critical Position |
| Overtime |
| Travel |
| Travel Outside of Normal Business Hours |
Level of Supervision Received
| General Direction |
Items Used
| Standard office equipment |
Position Purpose
| This position supports both the Associate Dean, Graduate Medical Education (GME), 50% time, and the Chief Compliance and Privacy Officer, 50% time. The Administrative Assistant provides administrative coordination and programmatic support on a wide range of issues, projects, programs, academics and on matters of importance to the School of Medicine (SOM). Represents the SOM in a professional manner, exercising sound judgment, tact, and the utmost discretion. Have thorough understanding of the priorities and expectations of leadership and take these into account in coordinating schedules. Manage calendars, assuring the designated individuals are fully briefed and have all relevant background materials for each engagement. Manage all aspects of the Associate Dean's and Officer's business. Strategize and advise in university communications, meetings/travel schedules, campus and community events, etc. regarding the leader's role as it applies to each situation. SOM committees and work groups: prepares and distribute agendas, attend and participate in meetings, record highlights, track action items and initiate follow-up as necessary. Maintain electronic and hard copy filing systems for easy retrieval. Initiate office policies and procedures to achieve maximum efficiency. |
Essential Functions
| Essential Function | % Time |
|---|---|
| Administrative Support for the Associate Dean, GME and the Chief Compliance and Privacy Officer | 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, political or confidential with tact and diplomacy. Proactively identify issues that warrant the awareness of the Associate Dean, and/or Officer. Research issues; seek consultation from recognized campus resources, and present options. Synthesizes and reviews information and briefs designated individuals in advance of meeting, conferences, and travel, allowing sufficient time for review and assessment; prepare daily background files for each meeting on the calendars which includes the preparation of travel information such as detailed maps and contacts for meetings with external constituents. 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. Coordinate travel arrangements by reviewing flight schedules, ground transportation, hotel/meeting locations, etc., follows university policies and procedures; prepare itineraries for the background file with required meeting/conference material. Maintain current contact information for campus and community members necessary to conduct business. Provide timely assistance in the draft, edit, proof, copy, fax and distribution of correspondence and forms. Assist with analytical assignments including: web searches, gathering information, and presenting data in an organized manner. Prepare and maintain files, prepare copies, and ensure the consistent organization of documents and files. Implement administrative office policies and procedures to enhance the overall effectiveness and orderliness of desk operations and administrative support functions. Follows established 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. |
|
| Office Support | 20 |
| Utilizes various UCR enterprise systems to coordinate business operations. Utilizes on-line systems and procedures to ensure timely reimbursement processing as needed. Processes on-line orders for supplies, printing, communications, physical plant, and transportation as needed. Represent departments as a point of contact for internal and external visitors, including administrators, faculty and staff, as well as prominent members of the business community, requiring a thorough understanding of the School of Medicine and its function and philosophy. 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 to refer questions and potential concerns and issues. This includes answering phones to screen and direct calls appropriately. Coordinate preparation of files and handle routine correspondence. |
|
| Special Projects: | 10 |
| Complete special projects as assigned by supervisors to support the needs of the department(s). | |
| Committee Support | 10 |
| Attend and participate in regularly scheduled and ad hoc committee meetings and board meetings chaired by the Associate Dean and/or Chief Compliance and Privacy Officer. Prepares meeting agendas with consideration of current issues and in consultation with the Associate Dean and Chief Compliance and Privacy Officer. Finalizes and distributes agendas to members of regular meetings. Coordinates necessary arrangements for presentations and special items. Summarizes meeting highlights and tracks action items/responsible party. Maintains list of issues/actions for future agendas. Distributes handouts to those unable to attend. Support committees by maintaining records and files, providing analytical support and follow-up as needed. Develops close working relationships with staff from federal agencies, professional organizations, and other pertinent entities with which the Associate Dean and/or the Chief Compliance and Privacy Officer is associated. |
|
Minimum Requirements
| Minimum Requirement | Display Ranking |
|---|---|
| 1 | |
| Four (4) years of related experience working in a health care, hospital, university or similar environment providing 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. Demonstrated experience managing a heavily impacted schedule, with the understanding that a clinical environment is flexible and daily work schedules are fluid. | |
| 3 | |
| Skill in communicating effectively and professionally using tact and diplomacy. Excellent written communication skills, including the ability to compose business correspondence, edit and use correct spelling, punctuation and grammar. | |
| 4 | |
| Ability to function independently and take responsibility for results; organize workload with close attention to detail; manage multiple tasks and timelines. Ability to make appropriate decisions following established policies and procedures. | |
| 5 | |
| Ability to work as a team player and establish and maintain cooperative working relationships. Demonstrated ability to interact with diverse and controversial issues and people in a professional and amiable manner. | |
| 6 | |
| 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. |
|
| 7 | |
| Ability to maintain confidentiality at all times and to handle sensitive/confidential information, issues and requests. | |
| 8 | |
| Skill in accurate record keeping with strict attention to detail. | |
| 9 | |
| Demonstrated knowledge and ability to utilize various software applications such as Word, Excel, Outlook, PowerPoint, and Internet Explorer with a high degree of accuracy and speed. | |
Preferred Qualifications
| Preferred Qualification | Display Ranking |
|---|---|
| 1 | |
| Bachelor's degree in related field. | |
| 2 | |
| Demonstrated experience and progressively responsible execuitve level support in a school of medicine, medical center, or similar environment. | |
| 3 | |
| Demonstrated experience with UCR's on-line financial, purchasing and recharge systems. | |
| 4 | |
| Knowledge of University of California policies and procedures. | |
| 5 | |
| Knowledge and experience in an academic environment. | |
| Posted Position Purpose |
|---|
| The UCR School of Medicine at the University of California, Riverside is seeking an experienced Administrative Assistant to support the Associate Dean, Graduate Medical Education (GME), 50% time, and the Chief Compliance and Privacy Officer, 50% time.
The UCR School of Medicine, the first public medical school in California in more than 40 years, is committed to training a diverse physician workforce for the rapidly growing and dynamic Inland Southern California region and to developing research and health care delivery innovations that improve the health of medically underserved populations. If you desire to be part of a dynamic team where your contributions will have an impact on the health of Inland Southern California, we invite you to explore this opportunity.
The Administrative Assistant provides administrative coordination and programmatic support on a wide range of issues, projects, programs, academics and on matters of importance to the School of Medicine (SOM). Represents the SOM in a professional manner, exercising sound judgment, tact, and the utmost discretion. Have thorough understanding of the priorities and expectations of leadership and take these into account in coordinating schedules. Manage calendars, assuring the designated individuals are fully briefed and have all relevant background materials for each engagement.
Manage all aspects of the Associate Dean's and Officer's business. Strategize and advise in university communications, meetings/travel schedules, campus and community events, etc. regarding the leader's role as it applies to each situation.
SOM committees and work groups: prepares and distribute agendas, attend and participate in meetings, record highlights, track action items and initiate follow-up as necessary. Maintain electronic and hard copy filing systems for easy retrieval.
Initiate policies and procedures within the office to achieve maximum efficiency. |
| Posted Minimum Requirements |
| Four (4) years of related experience working in a health care, hospital, university or similar environment providing administrative support to Director level or higher positions. An equivalent combination of education and experience can be substituted. Experience providing high-level administrative and analytical support with the ability to multi-task and prioritize independently. Demonstrated experience managing a heavily impacted schedule, with the understanding that a clinical environment is flexible and daily work schedules are fluid. Skill in communicating effectively and professionally using tact and diplomacy. Excellent written communication skills, including the ability to compose business correspondence, edit and use correct spelling, punctuation and grammar. Ability to function independently and take responsibility for results; organize workload with close attention to detail; manage multiple tasks and timelines. Ability to make appropriate decisions following established policies and procedures. Ability to work as a team player and establish and maintain cooperative working relationships. Demonstrated ability to interact with diverse and controversial issues and people in a professional and amiable manner. 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. Ability to maintain confidentiality at all times and to handle sensitive/confidential information, issues and requests. Skill in accurate record keeping with strict attention to detail. Demonstrated knowledge and ability to utilize various software applications such as Word, Excel, Outlook, PowerPoint, and Internet Explorer with a high degree of accuracy and speed. |
| Posted Preferred Qualifications |
| Bachelor's degree in related field. Demonstrated experience and progressively responsible executive level support in a school of medicine, medical center, or similar environment. Demonstrated experience with UCR's on-line financial, purchasing and recharge systems. Knowledge of University of California policies and procedures. Knowledge and experience in an academic environment. |