Under the direction of the Chair of Medical Education, assists with planning, implementing, directing, and maintaining departmental programs by providing a wide range of complex and confidential administrative and clerical duties. Works independently and is responsible for executive office management as appropriate.
Information provided below is a general description of responsibilities; it is not intended to provide an all-inclusive list of responsibilities and may change depending on the needs of CUSM.
1. Provides wide range of complex office administration and support to the Senior Associate Dean.
2. Serves as principal administrative contact and liaison with all University constituents and external contacts.
3. Develops, implements, and administers departmental office systems and procedures.
4. Establishes office procedures, policies, and operations.
5. Interprets and communicates policies and processes.
6. Monitors budget including tracking expenditures and providing reports.
7. May prepare spreadsheets for budgets, grants, or contracts, including tracking and maintaining expenditures and reconciling accounts; uses budget tool.
8. Prepares financial reports using on-line financial systems, or oversees and directs the work of an associate preparing the reports.
9. May serve as approver for financial transactions representing the department.
10. May assist with interviewing for faculty or staff assistant positions.
11. Reviews, assesses, routes, answers and monitors follow up action steps on correspondence.
12. Gathers and analyzes information required for administrative reporting.
13. Provides wide ranges of support including: keyboarding, composing and editing letters, memoranda, reports, lecture/course materials, presentations, cases.
14. Prepares copy for publication or submission of grant proposals and/or reports.
15. Uses multiple technical applications including word processing, database management, spreadsheets, graphics and presentation software, electronic calendar, email, and other technical/scientific applications.
16. Uses Internet, may include web maintenance and design.
17. Serves as principal contact and source of information for customers of the department, including faculty, students, staff, and external customers.
18. Manages complex calendars, arranges for meetings, appointments, and travel arrangements.
19. Coordinates events, including conferences, and seminars.
20. Purchases and maintains inventory of supplies for office.
21. Performs library/research work and summarizes findings.
22. Creates and maintains filing system(s).
23. Answers and routes phone calls, mail and e-mail messages and may handle wide-range information dissemination.
24. May assist in training, scheduling, and distributing work of students.
25. May coordinate faculty recruitment and/or promotion processes.
26. May be responsible for obtaining permissions and copyright registration.
27. Contributes to unit effort by accomplishing related duties as required
Job Requirements and Minimum Qualifications
Skills, Knowledge and Abilities
SKILLS are required to perform multiple, technical tasks with a need to occasionally upgrade skills to meet changing job conditions. Specific skill-based competencies required to satisfactorily perform the functions of the job include: operating standard office equipment including pertinent software applications; planning and managing projects; preparing and maintaining accurate records; and utilizing delegated authority.
KNOWLEDGE is required to perform basic math, including calculations using fractions, percents, and/or ratios; read technical information, compose a variety of documents, and/or facilitate group discussions; and solve practical problems. Specific knowledge-based competencies required to satisfactorily perform the functions of the job include: university operations and philosophy; concepts of grammar and punctuation; and business telephone etiquette.
ABILITY is required to schedule activities, meetings, and/or events; gather, collate, and/or classify data; and use job-related equipment. Flexibility is required to work with others in a wide variety of circumstances; analyze data utilizing defined but different processes; and operate equipment using standardized methods. Ability is also required to work with a diversity of individuals and/or groups; work with a variety of data; and utilize job-related equipment. Problem solving is required to analyze issues and create action plans. Problem solving with data requires independent interpretation of guidelines; and problem solving with equipment is limited to moderate. Specific ability-based competencies required to satisfactorily perform the functions of the job include: adapting to changing work priorities; communicating with diverse groups; maintaining confidentiality; meeting deadlines and schedules; working with constant interruptions; and working with detailed information/data.
The usual and customary methods of performing the job’s functions require some lifting, carrying, pushing, and/or pulling; and significant finer dexterity. Generally, the job requires 70% sitting, 15% walking, and 15% standing. Normal office environment with moderate noise.
Education and Experience
· College degree preferred, or an equivalent of education plus experience in an educational environment.
· Five plus years related experience with proven office administration and customer service skills required.
· Solid working knowledge of office processes and business policy development, and of related computer software and electronic communications tools.
· Proven interpersonal skills with experience providing complex administrative support in a high-profile environment with tact and diplomacy.
· Experience managing to a budget and with multiple deadlines required.
· Ability to work across teams and with a variety of projects and constituencies
Diversity and Equal Employment Opportunity Policy Statement
California University of Science and Medicine (CUSM) supports the principles of equal opportunity, inclusion and diversity in employment and education. The University seeks to ensure that no person will encounter discrimination in employment or education on the basis of age, color, disability, sex, national origin, race, religion, sexual orientation, or veteran's status. This policy is applicable to both the employment practices and administration of programs and activities within the University. It is the policy of the University that no person shall be excluded from the participation in, be denied the benefits of, or in any way be subject to discrimination in any program or activity at the University.
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