General Information
| Payroll Title | BLANK AST 3 | Title Code | 004722 | Grade/Step | Working Title | Administrative Assistant-Family Medicine (Palm Springs) | |
|---|---|---|---|---|---|---|---|
| Department Name | Family Medicine Dept | Supervisor | Anthony Simmons | Department Head | Kim, Gemma |
Special Requirements and Conditions
| Critical Position |
| Shift Work |
Level of Supervision Received
| General Direction |
Items Used
Position Purpose
| The UCR School of Medicine (SOM) at the University of California, Riverside (UCR) is seeking an experienced Administrative Assistant. 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 support to the graduate medical education (GME) family medicine program director in Palm Springs. Provides programmatic and administrative support on a wide range of issues, projects, clinical programs, academics and on matters of importance to the SOM. Represent 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. Provide alternative solutions and/or options for University communications, meetings/travel schedules, campus and community events, etc. regarding the leader's role as it applies to each situation. Staff relevant SOM committees and work groups: develop and distribute agendas, attend meetings, record highlights, track action items and initiate follow-up as necessary. Maintain electronic and hard copy filing systems for easy retrieval. Initiate policy suggestions and procedures within the office to achieve maximum efficiency. Please note: this position is located in Palm Springs, California. |
Essential Functions
| Essential Function | % Time |
|---|---|
| Administrative Support | 70 |
| 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 leadership. 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., ensuring compliance with 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/data presenting it 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. 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. Staff relevant SOM committees and work groups: develop and distribute agendas, attend meetings, record highlights, track action items and initiate follow-up as necessary. Maintain electronic and hard copy filing systems for easy retrieval. 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 | 30 |
| 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 the department 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. |
|
Minimum Requirements
| Minimum Requirement | Display Ranking |
|---|---|
| 1 | |
| Education and/or experience equivalent to an Associate's degree in a related field, and 2 - 4 years of recent experience working in a health care/clinically related environment providing administrative support to Director level or higher positions. | |
| 2 | |
| Demonstrated extensive and progressive experience providing high-level executive, and analytical support with the ability to multi-task and prioritize independently. | |
| 3 | |
| Demonstrated experience managing a heavily impacted schedule, with the understanding that a clinical environment is flexible and daily work schedules are fluid. | |
| 4 | |
| Demonstrated ability to determine and locate relevant and reliable sources for the collection of information and data. | |
| 5 | |
| 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. | |
| 6 | |
| 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 work as a team player and establish and maintain cooperative working relationships. | |
| 7 | |
| Ability to function independently and take responsibility for results; organize workload with close attention to detail; manage multiple tasks and timelines. |
|
| 8 | |
| Skill in independently researching questions and making appropriate contacts when problem solving. Ability to make appropriate decisions following established policies and procedures. | |
| 9 | |
| Skill in accurate record keeping with strict attention to detail. | |
| 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 related field. | |
| 2 | |
| Demonstrated experience and progressively responsible executive 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 a UC academic/healthcare environment. | |
| Posted Position Purpose |
|---|
| The UCR School of Medicine (SOM) at the University of California, Riverside (UCR) is seeking an experienced Administrative Assistant.
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 support to the graduate medical education (GME) family medicine program director in Palm Springs. Provides programmatic and administrative support on a wide range of issues, projects, clinical programs, academics and on matters of importance to the SOM. Represent 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.
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.
Staff relevant SOM committees and work groups: develop and distribute agendas, attend 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.
Please note: this position is located in Palm Springs, California. |
| Posted Minimum Requirements |
| Education and/or experience equivalent to an Associate's degree in a related field, and 2 - 4 years of recent experience working in a health care/clinically related environment providing administrative support to Director level or higher positions. Demonstrated extensive and progressive experience providing high-level executive, 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. Demonstrated ability to determine and locate relevant and reliable sources for the collection of information and data. 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. 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 work as a team player and establish and maintain cooperative working relationships. Ability to function independently and take responsibility for results; organize workload with close attention to detail; manage multiple tasks and timelines. Skill in independently researching questions and making appropriate contacts when problem solving. Ability to make appropriate decisions following established policies and procedures. Skill in accurate record keeping with strict attention to detail. Demonstrated ability to interact with diverse and controversial issues and people in a professional and amiable manner. |
| 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 a UC academic/healthcare environment. |