General Information
| Payroll Title | BLANK AST 2 | Title Code | 004723 | Grade/Step | Working Title | Administrative Assistant | |
|---|---|---|---|---|---|---|---|
| Department Name | Undergrad Medical Ed Dept | Supervisor | Rosemary Tyrrell | Department Head | Lyons, Paul Eric |
Special Requirements and Conditions
| Critical Position |
| Overtime |
Level of Supervision Received
| Close Supervision |
Items Used
| Standard office equipment |
Position Purpose
| The Administrative Assistant supports the SOM's Office of Faculty Development in their mission to foster a culture that promotes excellence in teaching, fosters collaboration, and supports faculty in their efforts to explore innovative, evidence-informed teaching methods that generate student success. Provides general administrative support for the SOM Office of Faculty Development programs, which includes answering phone calls, responding to inquiries, preparing correspondence, coordinating special events, maintaining calendars, scheduling appointments and coordinating travel. |
Essential Functions
| Essential Function | % Time |
|---|---|
| Meeting Coordination | 30 |
Assist Director and team on projects including collecting data, conducting web searches, developing spreadsheets, graphs, and charts from various sources for reports and presentations. Update and maintain current contact information on department stakeholders. Organize meetings for the Director and staff, including arrangements for locations/rooms, necessary technology/AV equipment, room set-up, food service, parking, notices/invitations, etc. Keep records of all meetings as needed including agendas, meeting minutes, attendance, etc. Participate in weekly Office of Faculty Development meetings and other School of Medicine administrative meetings as needed. |
|
| Faculty Development Session Coordination | 30 |
| Provide support to create and routinely update all program materials including, Office of Faculty Development flyers, website, iLearn course, guides and handouts. Assist with administering faculty development sessions as needed including occasional evening and weekend assignments. Assist in tracking session attendance, evaluations of programs, expense/budget accounts, and travel expenses. Schedule rooms for program activities and distribute materials. Maintain and create data bases and surveys. |
|
| General Administrative Duties | 30 |
| Perform general administrative duties for the Office of Faculty Development programs, which includes answering phone calls, responding to written inquiries, preparing memos, coordination of special events, and scheduling appointments and data entry. Maintain office supplies for office operations. Process online orders for printing, dining services, marketing materials, etc. |
|
| Miscellaneous | 10 |
| As part of the Office of Faculty Development team, participate in activities that relate to the Office of Faculty Development as a whole and assist with a variety of needs associated with the Office of Faculty Development's operations and programs. Follow all federal university FERPA guidelines and policies regarding confidentiality. Assist in supervision of student assistants. Maintain a productive professional working relationship within the School of Medicine and the campus community. Other duties as assigned. |
|
Minimum Requirements
| Minimum Requirement | Display Ranking |
|---|---|
| 1 | |
| Minimum of 2 years demonstrated related experience in an office environment providing administrative support, including managing complex appointment and travel calendars with frequent changes for multiple individuals. | |
| 2 | |
| 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. | |
| 3 | |
| 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. | |
| 4 | |
| Ability to maintain confidentiality, exercise discretion and sound judgment. | |
| 5 | |
| Prior experience processing routine accounting/financial transactions and coordinating travel. | |
| 6 | |
| Excellent oral, written, presentation, and interpersonal communication skills. Skill in communicating effectively and professionally using tact and diplomacy with a diverse population. | |
| 7 | |
| 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. | |
| 8 | |
| Skill in accurate record keeping with strict attention to detail. | |
| 9 | |
| Experience interpreting policies and procedures. | |
Preferred Qualifications
| Preferred Qualification | Display Ranking |
|---|---|
| 1 | |
| Bachelor's degree in a related field. | |
| 2 | |
| Demonstrated administrative experience in a university or higher education environment. | |
| 3 | |
| Knowledge and understanding of UCR policies and procedures. | |
| 4 | |
| Knowledge of and experience in UCR financial systems. | |
| Posted Position Purpose |
|---|
| The SOM Office of Faculty Development is seeking an individual with a desire to learn about faculty development and work with faculty on improving teaching and learning in a fast-paced and dynamically changing medical school environment. The Administrative Assistant supports the SOM's Office of Faculty Development in their mission to foster a culture that promotes excellence in teaching, fosters collaboration, and supports faculty in their efforts to explore innovative, evidence-informed teaching methods that generate student success. Provides general administrative support for the SOM Office of Faculty Development programs, which includes answering phone calls, responding to inquiries, preparing correspondence, coordinating special events, maintaining calendars, scheduling appointments and coordinating travel.
Please note, this position has an expected end date of June 30, 2021. Continuance of the position is contingent upon grant funding. |
| Posted Minimum Requirements |
| 1. Minimum of 2 years demonstrated related experience in an office environment providing administrative support, including managing complex appointment and travel calendars with frequent changes for multiple individuals. 2. 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. 3. 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. 4. Ability to maintain confidentiality, exercise discretion and sound judgment. 5. Prior experience processing routine accounting/financial transactions and coordinating travel. 6. Excellent oral, written, presentation, and interpersonal communication skills. Skill in communicating effectively and professionally using tact and diplomacy with a diverse population. 7. 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. 8. Skill in accurate record keeping with strict attention to detail. 9. Experience interpreting policies and procedures. |
| Posted Preferred Qualifications |
| 1. Bachelor's degree in a related field. 2. Demonstrated administrative experience in a university or higher education environment. 3. Knowledge and understanding of UCR policies and procedures. 4. Knowledge of and experience in UCR financial systems. |