Administrative Assistant- SOM HR

University of California, Riverside; California (MO); On-site; USD 64,000 - 92,000; Full time

Job summary

University of California, Riverside invites applications for an Administrative Assistant who provides administrative coordination and programmatic support for SOM HR Directors and HR/Payroll. The role manages calendars, meetings, and background materials with discretion.

It also supports a range of HR/payroll transactions, records management, and policy implementation, reinforcing confidentiality and professionalism in dealings with diverse stakeholders.

Qualifications

• Bachelor's degree required.
• 4+ years of related administrative experience.
• Experience providing high-level administrative support and multi-tasking.
• Proficiency with Word, Excel, and Outlook.
• Ability to handle confidential information with discretion.

Responsibilities

• Coordinate calendars and travel for leadership and HR Directors.
• Prepare agendas, attend meetings, take minutes, and distribute highlights.
• Maintain electronic and hard-copy filing systems for easy retrieval.
• Assist with HR/Payroll operations and confidential transactions.
• Initiate and refine office policies to improve efficiency.

Skills

Communication

Time management

Multitasking

Teamwork

Discretion/confidentiality

Microsoft Word

Excel

Outlook

Education

Bachelor's degree

Tools

Microsoft Office

Job description

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 full salary range for this position is $64,352.16 - $92,206.08 annually. However, the pay scale for this position is up to $77,297.76 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

Degree

Bachelor's degree in related field.

Experience Requirements

Experience

A minimum of four (4) years of related experience or an associate degree and two years of related experience is 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

Proficiency in applicable software such as Microsoft Office (Word, Excel, and Outlook)

Proficient oral and writing communication skills, with ability to interact with a diverse clientele internally and externally.

Demonstrate time management and organizational skills with maintain records with strict attention to detail.

Demonstrated experience with UCR's on-line financial, purchasing and recharge systems.

Knowledge and experience in an academic environment.

Experience in UC systems for personnel/payroll actions such as UCPath , Time and Attendance, TARS, HRDW and Full Accounting Units (FAU).

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 Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected categories under state or federal law. It is the policy of the University of California to undertake affirmative action and anti-discrimination efforts, consistent with its obligations as a Federal and State contractor.

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

Job Description Details

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.