General Information
| Payroll Title | BLANK AST 2 | Title Code | 004723 | Grade/Step | Working Title | Faculty Development Administrative Assistant | |
|---|---|---|---|---|---|---|---|
| Department Name | Undergrad Medical Ed Dept | Supervisor | Rosemary Tyrrell | Department Head | Brigham C Willis |
Special Requirements and Conditions
| Critical Position |
| Overtime |
| Travel |
| Other (provide description - max. 300 characters) |
| Other (description) |
|---|
| Ability to frequently work evenings and weekends as needed for Faculty Development events. |
Level of Supervision Received
| Close Supervision |
Items Used
| Standard office equipment |
Position Purpose
| The Faculty Development Administrative Assistant supports the SOM's Office of Faculty Development in their mission to foster a culture that promoted 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. |
|
| 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, scheduling appointments/meetings and data entry. Maintain office supplies for office operations. Process online orders for supplies, printing, dining services, marketing materials, etc. Has primary responsibility for overall department organization, ensuring smooth operations of department functions, which includes maintaining physical and online materials and keeping an inventory of department resources. Prepare various documents/correspondence using analytical skills. |
|
| Faculty Development Session Coordination | 30 |
| Has primary responsibility for the set-up, registration, clean up and support as needed for all faculty development programs. 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 regular evening and occasional weekend assignments. Assist in tracking attendance, evaluations of programs, expense/budget accounts and travel expenses. Schedule rooms for program activities and distribute materials, Maintain and create databases and surveys. |
|
| 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 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 routing 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, spreadsheets, presentations and reports using advanced features in Microsoft Word, Excel, PowerPoint, or other similar software. | |
| 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 with UCR financial systems. | |
| Posted Position Purpose |
|---|
| The Faculty Development Administrative Assistant supports the SOM's Office of Faculty Development in their mission to foster a culture that promoted 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. |
| 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 routing 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, spreadsheets, presentations and reports using advanced features in Microsoft Word, Excel, PowerPoint, or other similar software. 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 with UCR financial systems. |