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Executive Administrative Specialist - Military Veterans

at HERC- Upper MidWest

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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: SMPPH Dept
Application Deadline: Open Until Filled

Position Information:
As the Executive Administrative Specialist to the department of Social Medicine, Population and Public Health (SMPPH) Chair and Financial Administrative Officer (FAO), provides executive level coordination and support to the designated individuals, and when needed other senior level management and staff in the department. Provides executive level programmatic and administrative support on a wide range of issues, projects, programs, events, and on matters of importance to the department. Represents the department in a professional manner, exercising mature judgment, diplomacy, and the utmost discretion. Provides solid interpersonal and communications skills to include verbal and written, critical thinking, and active listening to communicate effectively with all levels of senior management, faculty, staff, and external constituents. The incumbent performs responsibilities and makes decisions based on a thorough understanding of the Chair and FAO priorities and expectations and takes these into account in coordinating their schedules. Manage calendars, assuring the designated individuals are scheduled appropriately, fully briefed and have relevant background materials for each engagement and meetings. Manage all aspects of the designated individual's business. Strategize and advise in university communications, meetings, symposiums, travel schedules, campus and community events, etc. regarding the leader's role as it applies to each situation. This includes travel preparation, briefings, follow-up on action items, preparing agenda, taking minutes, and handling routine correspondence. Incumbent will also be responsible for processing/assisting with purchase and travel requests, reimbursements, and other routine accounting transactions for staff, utilizing on-line financial systems. Assists with planning and execution of special projects assigned. Supports the department in development and implementation of its strategic plan, including its research, teaching, and service programs and associated fundraising. Initiates policies and procedures within the office to achieve maximum efficiency. The incumbent is expected to use mature judgement, informed decision making, concern for detail and timeliness, as well as appropriate discretion to deal with complex, confidential, and sensitive issues.

The full salary range for the Executive Administrative Specialist is $66,231.36 - $105,861.60 annually. However, the expected pay scale for this position is up to $82,000 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:
Requirements

Educational Requirements

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

    Conditions
  • A total of six (6) years of directly related experience can be considered in lieu of the bachelors degree requirement.
  • Required

    Experience Requirements
  • 2 - 4 years of related experience.
  • Required
  • Experience with UCR related applications and processes.
  • Preferred

    License Requirements
  • Valid Drivers License
  • Required

    Special Conditions
    Special
  • Overtime
  • Required
  • Travel
  • Required
  • Travel Outside of Normal Business Hours
  • Required
  • Will be required to travel to various School of Medicine facilities and community events.
  • Required

    Minimum Requirements
  • Ability to use sound judgment in responding to issues and concerns.
  • Solid organizational skills and ability to multi-task with demanding timeframes.
  • Solid communication and interpersonal skills to communicate effectively with all levels of staff, both verbally and in writing.
  • Ability to use discretion and maintain all confidentiality.
  • Demonstrated extensive and progressive experience providing high-level executive, project management and analytical support.
  • Working knowledge of common organization-specific and other computer application programs.

    Preferred Qualifications
  • 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

    Job Title
    ADMIN OFCR 2 CX

    Job Code
    004263

    Grade

    Department Head
    Mark Wolfson

    Supervisor
    Mark Wolfson

    Department Custom Scope
    As the Executive Administrative Specialist to the department of Social Medicine, Population and Public Health (SMPPH) Chair and Financial Administrative Officer (FAO), provides executive level coordination and support to the designated individuals, and when needed other senior level management and staff in the department. Provides executive level programmatic and administrative support on a wide range of issues, projects, programs, events, and on matters of importance to the department. Represents the department in a professional manner, exercising mature judgment, diplomacy, and the utmost discretion. Provides solid interpersonal and communications skills to include verbal and written, critical thinking, and active listening to communicate effectively with all levels of senior management, faculty, staff, and external constituents. The incumbent performs responsibilities and makes decisions based on a thorough understanding of the Chair and FAO priorities and expectations and takes these into account in coordinating their schedules. Manage calendars, assuring the designated individuals are scheduled appropriately, fully briefed and have relevant background materials for each engagement and meetings. Manage all aspects of the designated individual's business. Strategize and advise in university communications, meetings, symposiums, travel schedules, campus and community events, etc. regarding the leader's role as it applies to each situation. This includes travel preparation, briefings, follow-up on action items, preparing agenda, taking minutes, and handling routine correspondence. Incumbent will also be responsible for processing/assisting with purchase and travel requests, reimbursements, and other routine accounting transactions for staff, utilizing on-line financial systems. Assists with planning and execution of special projects assigned. Supports the department in development and implementation of its strategic plan, including its research, teaching, and service programs and associated fundraising. Initiates policies and procedures within the office to achieve maximum efficiency. The incumbent is expected to use mature judgement, informed decision making, concern for detail and timeliness, as well as appropriate discretion to deal with complex, confidential, and sensitive issues.

    Key Responsibilities:
    Key Responsibilities DescriptionPercent Time
  • 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.
    Provides analytical and project management support to the Department Chair, FAO, and faculty. Interacts extensively with senior staff to gather needed data and information, analyzes a wide range of complex issues and requests, provides sound recommendations, takes action to resolve problems and follows up to ensure issues are resolved appropriately.
  • 25%
  • Gathers and analyzes financial and other resource data; prepares reports or analyses of operational activities, evaluates current and proposed services, etc.
    Understands, gathers, validates, analyzes and prepares quantitative data for meetings; responds to and/or coordinates requests for additional information. Interprets, analyzes and assembles data in preparation for proposals, letters and correspondence. Researches, analyzes and synthesizes information and reports for the department.
  • 20%
  • Functions as a resource on issues such as researching complex financial discrepancies, escalated customer service problems and vendor concerns.
    Functions as a resource on issues such as administrative policy, travel, purchasing, accounting and finance. Researches, compiles and summarizes complex and/or highly sensitive issues, policies and topics. Brief the Chair/FAO and/or faculty in a timely fashion with regard to priorities/deadlines, on the status of pending issues and relating to problems of significance and urgency, offering suggestions when possible actions or responses are needed.
  • 15%
  • Participates in the development and revision of standard operating procedures and guidelines.
  • 10%
  • Coordinates calendars, making scheduling decisions, and screens incoming mail. Synthesizes, reviews information, tracks action items, and briefs leaders in advance of meetings, conferences, symposiums and travel. Ensures all logistics are taken care of relating to travel and events.
  • 10%
  • Develops and maintains budgets.
  • 5%
  • Conducts trends analyses and helps develop resulting recommendations.
  • 5%
  • Assesses and recommends changes to maintain compliance with federal and state requirements and internal policies.
  • 5%
  • Staffs various ad hoc committee meetings and/or task forces, as needed. Other duties as assigned
  • 5%

    To apply, visit https://jobsportal.ucr.edu/jobs/34513324

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    • Riverside, CA

    Salary Range
    $0 to $105,862
    HERC- Upper MidWest

    The Higher Education Recruitment Consortium (HERC) is a national nonprofit network of higher education and affiliated employers, committed to institutional collaboration, creating diverse workplaces, and assisting dual career couples. Searching for a job in higher ed? Our job board hosts over 30,000 faculty and staff jobs at workplaces that value diversity, equity, and inclusion. Set up your job seeker account today at: http://www.hercjobs.org For our member institutions, we offer recruitment and retention resources, vibrant regional networks, and a new online community of practice, HERConnect. All of our resources can help you advance inclusive excellence at your institution.

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