General Information
| Payroll Title | BLANK AST 3 | Title Code | 004722 | Grade/Step | Working Title | Administrative Assistant Womens Health | |
|---|---|---|---|---|---|---|---|
| Department Name | OB GYN Dept | Supervisor | Sophia M Ceron | Department Head | Kim, Taekyu |
Special Requirements and Conditions
| Critical Position |
| Valid Driver License |
| Travel |
Level of Supervision Received
| General Direction |
Items Used
| General office equipment (computer, fax, printer, calculator, telephone, scanner, copier, etc.) |
Position Purpose
| This position has a dual reporting relationship whereby the incumbent will work operationally with the department chair for the department of obstetrics and gynecology / division director, gynecologic oncology and administratively report to and support the department finance and administrative officer (FAO). 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) and UCR Health. Represents the SOM / UCR Heath 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 all aspects of the chair'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. Please note that job requires local travel between UCR clinical sites and affiliate institutions. |
Essential Functions
| Essential Function | % Time |
|---|---|
| Administrative Support to the Department Chair and FAO | 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 chair or FAO. Research issues; seek consultation from recognized campus resources, and present options. Organize meetings including arrangements of locations/rooms, necessary audiovisual equipment, room set-up, food service, and notices/invitations; coordinate conference calls. 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. Coordinate travel arrangements by reviewing flight schedules, ground transportation, hotel/meeting locations, etc., following university policies and procedures; prepare itineraries for the background file with required meeting/conference material. Prepares and submits travel/meeting/entertainment reimbursements for the chair/FAO. Provides administrative support as directed by Chair and FAO. |
|
| Departmental Support | 25 |
| Prepare agendas, take minutes, and follow-up on action items as needed. 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/data presenting it in an organized manner. Prepare and maintain files, prepare copies, and ensure the consistent organization of documents and files. Maintain current contact information for campus and community members necessary to conduct business. Implement administrative office policies and procedures to enhance the overall effectiveness and orderliness of desk operations and administrative support functions. Follow 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. 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 and maintenance of credentialing files for UC and affiliate sites. Prepare and maintain other departmental files and handle routine correspondence. |
|
| Committee Support | 10 |
| Attend and participate in regularly scheduled and ad hoc committee meetings and board meetings chaired by the chair/director. Develops meeting agendas with consideration of current issues and in consultation with leadership. 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. Supports leadership in committee service by managing details, providing analytical support as needed and maintaining records and files. | |
| Special projects and Miscellaneous | 5 |
| Complete special projects as assigned by supervisors to support the needs of the department(s). | |
Minimum Requirements
| Minimum Requirement | Display Ranking |
|---|---|
| 1 | |
| A minimum of four years of work experience performing administrative duties. | |
| 2 | |
| Demonstrated experience and good working knowledge of MS Office Word, Outlook & Excel. | |
| 3 | |
| Excellent organizational skills to work in a multi-function office with minimal supervision. Skill in researching questions and making appropriate contacts for problem solving. Ability to handle sensitive material and information with confidentiality and discretion. | |
| 4 | |
| Skill in prioritizing assignments to complete work in a timely manner when there are changes in workload, changes in assignment, pressures of deadlines and competing requirements. | |
| 5 | |
| Demonstrated excellent verbal, written, grammatical, typing, proofreading, and interpersonal skills. Ability to pay close attention to details and maintain strict confidentiality. Dependable writing and editorial skills to accurately produce letters. | |
Preferred Qualifications
| Preferred Qualification | Display Ranking |
|---|---|
| 1 | |
|
Experience with patient billing and/or electronic medical record. |
|
| 2 | |
| Experience working in a healthcare / clinical environment. | |
| Posted Position Purpose |
|---|
| This position has a dual reporting relationship whereby the incumbent will work operationally with the department chair for the department of obstetrics and gynecology / division director, gynecologic oncology and administratively report to and support the department finance and administrative officer (FAO). 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) and UCR Health.
Represents the SOM / UCR Heath 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 all aspects of the chair'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.
Please note that job requires local travel between UCR clinical sites and affiliate institutions. |
| Posted Minimum Requirements |
| A minimum of four years of work experience performing administrative duties. Demonstrated experience and good working knowledge of MS Office Word, Outlook & Excel. Excellent organizational skills to work in a multi-function office with minimal supervision. Skill in researching questions and making appropriate contacts for problem solving. Ability to handle sensitive material and information with confidentiality and discretion. Skill in prioritizing assignments to complete work in a timely manner when there are changes in workload, changes in assignment, pressures of deadlines and competing requirements. Demonstrated excellent verbal, written, grammatical, typing, proofreading, and interpersonal skills. Ability to pay close attention to details and maintain strict confidentiality. Dependable writing and editorial skills to accurately produce letters. |
| Posted Preferred Qualifications |
| Experience with patient billing and/or electronic medical record. Experience working in a healthcare / clinical environment. |