Type: Full-Time
Salary: $59,383 – $85,107
Posted: 09/09/2024
Application Due: Open Until Filled
Category: Administrative Assistants

Overview

Job ID
34178357

Category
Administrative

Organization
School of Medicine

Department
SOM Finance and Admin Dept

Location
Main Campus – UCR

Salary
$59,383 – $85,107

Date Posted
September 6, 2024

Application Deadline
Open Until Filled

Schedule
8AM – 5PM

Full/Part Time
Full-time(100%)

Level of Supervision
General Direction

Other Information
Qualifies for Employee Referral Bonus: No
UC Internal Job: No

Position Information

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), HR Directors and HR/Payroll department. 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 principal’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. As a representative on SOM committees and work groups, prepare and distribute agendas, attend and participate in meetings, record highlights in the form of meeting minutes, 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. This role will also involve assisting with a variety of HR and Payroll Operation transactions. Must always maintain confidentiality.

The salary range for the Administrative Assistant – SOM HR is $59,382.72 – $85,106.88 annually. However, the expected pay scale for this position is up to $67,000 annually. We base salary offers on a variety of considerations, such as education, licensure and certifications, experience, and other business and organizational needs.

Applicants must have current work authorization when accepting a UCR staff position. Currently, we are unable to sponsor or take over sponsorship of an employment Visa for staff.

As a University employee, you will be required to comply with all applicable University policies and/or collective bargaining agreements, as may be amended from time to time. Federal, state, or local government directives may impose additional requirements.

Requirements

Educational Requirements
Bachelor’s degree in related field.Preferred

Experience Requirements
A minimum of four (4) years of related experience or an associate degree and two years of related experience is required. Required
Experience providing high-level administrative and analytical support with the ability to multi-task and prioritize independently. Demonstrated experience managing a heavily impacted schedule Required
Proficiency in applicable software such as Microsoft Office (Word, Excel, and Outlook) Required
Proficient oral and writting communication skills, with ability to interact with a diverse clientele internally and externally. Required
Demonstrate time management and organizational skills with maintain records with strict attention to detail. Required
Demonstrated experience with UCR’s on-line financial, purchasing and recharge systems. Preferred
Knowledge and experience in an academic environment. Preferred
Experience in UC systems for personnel/payroll actions such as UCPath , Time and Attendance, TARS, HRDW and Full Accounting Units (FAU). Preferred

Special Conditions
Travel may be required outside of regular business hours on occasion.Required

Minimum Requirements
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.
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.
Ability to always maintain confidentiality and to handle sensitive/confidential information, issues, and request
Exercise sound judgment, informed decision making, concern for detail and timeliness, as well as appropriate discretion to deal with complex, confidential and sensitive issues.

Preferred Qualifications
Knowledge of University of California policies and procedures.

Additional Information

In the Heart of Inland Southern California, UC Riverside is located on nearly 1,200 acres near Box Springs Mountain in Southern California; the park-like campus provides convenient access to the vibrant and growing Inland region. The campus is a living laboratory for the exploration of issues critical to growing communities’ air, water, energy, transportation, politics, the arts, history, and culture. UCR gives every student, faculty and staff member the resources to explore, engage, imagine and excel.

UC Riverside is recognized as one of the most ethnically diverse research universities in the country boasting several key rankings of which we are extremely proud.

UC Riverside is proud to be ranked No. 12 among all U.S. universities, according to Money Magazine’s 2020 rankings, and among the top 1 percent of universities worldwide, according to the 2019-20 Center for World University rankings.
UC Riverside is the top university in the United States for social mobility. – U.S. News 2020
UCR is a member of the University Innovation Alliance, the leading national coalition of public research universities committed to improving student success for low-income, first-generation, and students of color.
Among top-tier universities, UC Riverside ranks No. 2 in financial aid. – Business Insider 2019
Ranked No. 2 in the world for research, UCR’s Department of Entomology maintains one of the largest collections of insect specimens the nation. – Center for World University Rankings
UCR’s distinguished faculty boasts 2 Nobel Laureates, and 13 members of the National Academies of Science and Medicine.

The University of California is an Equal Opportunity/Affirmative Action Employer with a strong institutional commitment to the achievement of excellence and diversity among its faculty and staff. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, protected veteran status, or any other characteristic protected by law.

For information about our generous employee benefits package, visit: Employee Benefits Overview

Job Description Details

General Information

Job Title
BLANK AST 3

Job Code
004722

Grade

Department Head
Maria Aldana

Supervisor
Sylvia Vasquez

Department Custom Scope

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). HR Directors and HR/Payroll department. 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 principal’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. As a representative on SOM committees and work groups, prepare and distribute agendas, attend and participate in meetings, record highlights in the form of meeting minutes, 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. This role will also involve assisting with a variety of HR and Payroll Operation transactions. Must always maintain confidentiality.

Key Responsibilities

Administrative Support:

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 Directors. 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 / catering 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.

Assists with the coordination, tracking, approval, and storage of policies and procedures. 25%
Office Department Support:

Utilizes various UCR enterprise systems to coordinate operations.

Utilizes on-line systems and procedures to ensure timely reimbursement processing as needed.

Processes orders for supplies, equipment, printing, communications, physical plant, and transportation as needed. Coordinate payment options via business operations by requesting and tracking purchase orders.

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.

Prepare and maintain files, copies, and ensure the consistent organization of documents and files.

Establish and maintain employee personnel files and other personnel records.
20%
Special Projects:

Complete special projects as assigned by supervisors to support the needs of the department(s). 10%
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.

Assist with monitoring, assigning and responding to tickets in the ticket system.

Maintain and publish organizational charts. 10%
Employment Authorization and Verifications. Successfully completes training on the UC system software for I-9 completion. Schedules and confirms new and, as needed, current employees for I-9 appointments using a calendaring software. Compliantly completes I-9s in the software system or assigns when needed to another SOM authorized representative. Closes out tickets. completes verifications of employment. 10%
Recruitment activities. Assists recruiters with the candidate experience by assisting in interview scheduling, tours, and other recruitment logistics.
Coordinate student recruitments by receiving approval for positions, posting on Handshake, interviewing with search committee, preparing offer letters, and onboarding new student appointees. 10%
Committee Support:

Attend and participate in regularly scheduled and ad hoc committee meetings, as needed.

Prepares meeting agendas with consideration of current issues and project deadlines.

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 meeting minutes to those unable to attend.

Support committees by maintaining records and files, providing analytical support and follow-up as needed. 5%
Supports department employee recognition efforts by providing committee support, preparation of nominations for review, communications, printing of certificates/award letters, and award presentations (e.g., VIAA, SPOT/STAR awards). Serves as the point of contact for the staff professional development program. 5%
Maintain compliance with mandatory employment posters by ensuring the most up to date versions are posted at each site. Participates in compliance meetings and audits. Prepares annual certification compliance reports.

Assists in the departmental operational budget activities by reviewing reports, ensuring proper account posting and completing reconciliation. 5%

Other Requirements

Items Used
Standard Office Equipment

Physical Requirements
Bend: Occasionally

Sit: Frequently

Squat: N/A

Stand: Occasionally

Crawl: N/A

Walk: Occasionally

Climb: N/A

Mental Requirements
Read/Comprehend: Constantly

Write: Constantly