Under the general direction of the SOM Facilities Director, the Administrative Assistant provides comprehensive administrative and operational support to the department. Responsibilities include coordinating schedules and meetings, managing communications and records, supporting financial and personnel-related processes, preparing reports and correspondence, and assisting with department operations and special projects. The position serves as a key point of contact for faculty, staff, students, and external partners, while ensuring efficient daily operations and a high level of customer service within the UCR School of Medicine.
The full salary range for the Administrative Assistant is $32.74 - $52.32 hourly. However, the expected pay scale for this position is up to $34.43 hourly. We base salary offers on a variety of considerations, such as education, years of licensure 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. This position is fully on-site at the UCR main campus.
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.
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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 Title ADMIN OFCR 2 CX Job Code 004263 Grade Department Head Maria Aldana Supervisor Cynthia Carolina
The Administrative Assistant provides high-level administrative and operational support to the School of Medicine (SOM) Facilities Director and Facilities team. This position coordinates administrative activities, facilities operations, department communications, committee support, purchasing processes, and office logistics for SOM locations. The incumbent serves as a liaison with campus departments, vendors, and SOM leadership to support operational efficiency and departmental objectives. This position works fully on-site at the UCR campus.
Key Responsibilities
Provide administrative and operational support to the Facilities Director and Facilities team. Coordinate office moves, workspace assignments, repairs, renovations, equipment requests, and facilities-related service requests for SOM locations. Submit and track work orders, purchase orders, and vendor requests to ensure timely completion and accurate documentation. Maintain facilities records, directories, inventory logs, and departmental files. Coordinate with campus departments and external vendors regarding installations, repairs, furniture, and operational needs. - 35%
Manage the Facilities Director's calendar, scheduling, meetings, and travel arrangements. Prepare meeting materials, briefing documents, and correspondence on behalf of the Director. Draft and distribute department communications and mass emails. Screen incoming correspondence, route communications appropriately, and track action items to ensure timely follow-up. Serve as a liaison between the Director and internal and external stakeholders. - 20%
Process and track purchase orders and invoices in compliance with procurement and budget guidelines. Maintain records of departmental expenditures and vendor information. Gather and compile financial and operational data for reports, analyses, and resource tracking. Assist with resolving billing discrepancies and vendor-related issues. - 15%
Provide backup support in event and classroom scheduling. Coordinate SOM Space Committee meetings and other departmental meetings as assigned. Prepare agendas, meeting materials, and reports. Record meeting highlights, track action items, and provide follow-up support. Staff ad hoc committees and task forces as needed. - 10%
Assist with safety coordination activities for SOM facilities and support building safety initiatives. Represent SOM at campus facilities and safety meetings and communicate relevant updates to department leadership. Manage departmental key tracking and support maintenance of the RAVE emergency notification system. Provide operational coverage and support for Facilities team activities as needed. - 10%
Assist with development and revision of departmental procedures and operational guidelines. Conduct operational reviews and trend analyses and provide recommendations for process improvements. Support departmental compliance with university policies and applicable regulations. - 5%
Other duties as assigned. - 5%