"Administrative Assistant - Family Medicine"

The Administrative Assistant provides administrative coordination and support to the finance and administrative officer, clinical chairs, and when needed other high-level management. Provides programmatic and administrative support on a wide range of issues, projects, programs, academics, and matters of importance to the school of medicine. Represent the SOM in a professional manner, exercising sound judgment, tact, and the utmost discretion. Have a 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.

The full salary range for the Administrative Assistant - Family Medicine is $28.44 - $40.76 per hour. We base salary offers on a variety of considerations, such as education, licensure and certifications, experience, and other business and organizational needs.

Requirements:

Educational Requirements

• Associate degree in a related field (Required)
• Bachelors degree in related field (Preferred)
• In lieu of an Associate degree, four or more years of applicable experience (Required)

Experience Requirements

• Two to four years of recent experience working in a health care, hospital, university, or similar environment providing administrative support to Director level or higher positions (Required)
• Demonstrated extensive and progressive experience providing high-level executive, and analytical support with the ability to multi-task and prioritize independently (Required)
• Demonstrated experience managing a heavily impacted schedule, with the understanding that a clinical environment is flexible and daily work schedules are fluid (Required)
• Demonstrated experience and progressively responsible executive level support in a school of medicine, medical center, or similar environment (Preferred)
• Demonstrated experience with UCR's on-line financial, purchasing and recharge systems (Preferred)
• Experience at the UC Riverside campus performing administrative duties and working with system applications (Preferred)

License Requirements

• Must possess or obtain a Valid CA Drivers License (Required)

Special Conditions

• Travel (Required)
• Overtime (Required)

Minimum Requirements

• 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. Demonstrated ability to interact with diverse and controversial issues and people in a professional and amiable manner.
• 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 always maintain confidentiality and to handle sensitive/confidential information, issues, and requests.
• Skill in independently researching questions and making appropriate contacts when problem solving. Ability to make appropriate decisions following established policies and procedures.
• Ability to work as a team player and establish and maintain cooperative working relationships.

Preferred Qualifications

• Knowledge of University of California policies and procedures.
• Knowledge and experience in a University of California academic or healthcare environment.

Key Responsibilities:

• Administrative Support: Maintain calendars and schedule appointments; communicate on behalf of designated individuals; research issues; organize meetings; coordinate travel arrangements; provide assistance in drafting correspondence; prepare and maintain files (60%)
• Office Support: Utilize UCR enterprise systems; process reimbursements and orders; represent the department; communicate with contacts; handle correspondence (20%)
• Committee Support: Compose business correspondence; manage workload; work as a team player; research questions; maintain confidentiality (10%)
• Implement administrative office policies and procedures to enhance effectiveness; ensure compliance and resolve problems (10%)

To apply, visit https://jobsportal.ucr.edu/jobs/36026131