Executive Administrative Specialist

Job ID:
Location: Main Campus - UCR
Schedule: 8AM - 5PM
Category: Administrative
Salary: $66,231 - $105,862
Full/Part Time: Full-time(100%)
Organization: School of Medicine
Department: Daniel Teraguchi
Application Deadline: Open Until Filled

Position Information:
As Executive Assistant to the Senior Associate Dean (SAD) and Associate Dean (AD) of Student Affairs in the School of Medicine (SOM), provides executive level coordination and support to the SAD/AD, and when needed high-level management and staff in the Dean's Office. Provides executive level programmatic and administrative support to the SAD/AD on a wide range of issues, projects, programs, and on matters of importance to the School of Medicine and its clinical affairs. Represent the SOM in a professional manner, exercising sound judgment, tact, and the utmost discretion. Have thorough understanding of the priorities and expectations of the SAD/AD and take these into account in coordinating the SAD/AD's schedule. Manage the calendar of the SAD/AD, assuring he/she is fully briefed and has all relevant background materials for each engagement. Manage all aspects of the SAD/AD's business. Strategize and advise in university communications, meetings/travel schedules, campus and community events, etc. regarding the SAD/AD'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.

The full salary range for this position is $44,200 - $87,200 annually. However, the expected pay scale for this position is up to $79,364.88 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:
Requirements

Educational Requirements

Bachelor's degree in related area and/or equivalent experience/training.

Required

Experience Requirements

2 - 4 years of related experience.

Required

Previous supervisory experience.

Preferred

5 years experience providing high-level executive and analytical support.

Preferred

Prior experience in a medical school, medical center or hospital environment.

Preferred

Special Conditions
Special

Ability to work some evenings and/or weekends for events, as needed.

Required

Occasional travel for university related business meetings, conferences and/or professional development.

Required

Overtime

Required

Travel to various UCR/SOM sites.

Required

Minimum Requirements

Ability to remain flexible at all times with changing priorities and last minute changes.

Ability to use sound judgment in responding to issues and concerns.

Solid communication and interpersonal skills to communicate effectively with all levels of staff, both verbally and in writing.

Solid organizational skills and ability to multi-task with demanding timeframes.

Ability to use discretion and maintain all confidentiality.

Strong initiative and follow-through, self-motivated and results-oriented.

Skilled in the use of Microsoft programs (e.g., Word, Excel and PowerPoint), email (i.e., Outlook).

Demonstrated ability to work effectively with all levels in the organization and develop informal, cooperative relationships.

Demonstrated ability to determine and locate relevant and reliable sources for the collection of information and data.

Preferred Qualifications

Working knowledge of common organization-specific and other computer application programs.

Demonstrated knowledge and understanding of academic and administrative structure of UCR.


Additional Information:
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:
Job Description Details

General Information
ADMIN OFCR 2 CX 004263 Daniel Teraguchi Isidra Villalobos Martinez

Department Custom Scope
As the Executive Assistant Specialist to the Executive Associate Dean (EAD) for Student Affairs and Associate Dean (AD) for Career Advising in the School of Medicine (SOM), provides executive-level coordination and support to the EAD and AD, and when needed high-level management and staff in the Dean's Office and within the Student Affairs unit. Provides executive level programmatic and administrative support to the EAD and AD on a wide range of issues, projects, programs, and on matters of importance to the School of Medicine. Represent the SOM in a professional manner, exercising sound judgment, tact, and the utmost discretion. Have thorough understanding of the priorities and expectations of the EAD and AD and take these into account in coordinating the EAD and AD's schedule. Manage the calendar of the EAD and AD, assuring he/she is fully briefed and has all relevant background materials for each engagement. Manage all aspects of the EAD and AD's business. Strategize and advise in university communications, meetings/travel schedules, campus and community events, etc. regarding the EAD and AD'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.

Key Responsibilities:
Key Responsibilities DescriptionPercent Time

Functions as the gatekeeper, understanding the requirements of the executive, in order to prioritize issues according to urgency and to allocate time accordingly. Handles the details of complex and highly sensitive matters on behalf of the executive. Coordinates calendars, makes scheduling decisions and screens incoming mail. Synthesizes, reviews information, tracks action items and briefs leaders in advance of meetings, conferences and travel. Schedule meetings with chairs of programs, associate deans, senior associate deans, external affiliates, and others as requested. Ensures all logistics are taken care of relating to travel and events. Staffs and provides administrative support to various recurring and ad hoc committee meetings and/or task forces as needed.

25%

Administers a defined operational program or activities which may include some of the following functions: finance, facilities, payroll, space planning, student services, human resources, communications, informational technology or safety.
Primary activities will be in the functional area of Student Affairs. Provides executive administrative support to the EAD and AD. Administers accounts payable, accounts receivable, purchasing, recharge billing, travel/entertainment, gift accounting, cashiering, and collections transactions using Oracle, Concur, ePay, CCRRS, ServiceNow, etc. Responsible for assisting with the annual budget and fiscal close processes.

25%

Gathers and analyzes financial and other resource data; prepares reports or analyses of operational activities, evaluates current and proposed services, etc.

Provides analytical and project management support to the EAD and AD of Student Affairs and other executive staff in the Dean's office and within Student Affairs (as requested). Interacts extensively with senior staff to gather needed data and information; analyzes a wide range of complex issues/requests and resolves or makes recommendations for resolution and follows up to ensure issues are resolved appropriately. Assists with creating and editing presentations, google forms, and documents for EAD and AD. Maintains a comprehensive database of initiatives and assignments, including actions under the general direction of EAD (e.g. metrics of success, student absences tracking). May assist executive with expense tracking and reporting.

20%

Provides programmatic and special project support to the EAD and AD, which includes, but is not limited to assisting with the coordination and participation of events (registration, meeting reservation, parking, RSVPs, catering, etc.); provides backup support to the office of Academic Success, Admissions, Career and Residency Advising, Financial Aid, Registrar, Student Life, Wellness, and Pathway Programs; supports department-wide projects such as updating UCRSOM Student Affairs Website, updating the student handbook, staff retreat, and staff meetings.

15%

Serves as the first point of contact to students, alumni, staff, faculty, donors, vendors and guests representing Student Affairs and providing them with a positive first impression of the SOM and directing them to the appropriate meeting space, responding to questions. Responsible for disseminating information to the Student Affairs department.

5%

Participates in the development and revision of standard operating procedures and guidelines.

5%

Assesses and recommends changes to maintain compliance with federal and state requirements and internal policies and other duties as assigned.

5%


To apply, visit https://jobsportal.ucr.edu/jobs/32860214







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