#129517 Administrative Assistant

DESCRIPTION

The UCSD Department of Obstetrics, Gynecology and Reproductive Sciences is composed of 67 faculty and 15 clinical fellows. The department is composed of 7 divisions: Obstetrics and Gynecology, Maternal-Fetal Medicine, Gynecologic Oncology, Reproductive Endocrinology and Infertility, Hospitalist, Complex Family Planning, and Urogynecologic and Reconstructive Surgery. The department is currently ranked 5th in the nation in NIH funding among ObGyn departments.

Independently perform a full range of administrative and laboratory organizational activities for multiple Faculty, Principal Investigators, Post Doctoral Scholars/Fellows, Visiting Scholars, Volunteers, and Students, in a busy research laboratory setting. Provide administrative support for Training Grants, Center Grants, WRHR grants, R01 grants, and graduate courses, and assist PI and lab personnel with KUALI. Independently handle ordering of lab and office supplies through Oracle or direct with vendors, create P.O.s, track shipments, monitor recharges and standing orders, and resolve billing issues. Process reimbursements including but not limited to travel in Concur, entertainment, and membership dues, and process honorariums. Schedule, coordinate, and attend virtual and in-person meetings invited seminars, and manage room reservations. Assist laboratory personnel with IT and HR requests. Monitor faculty research calendars proactively and create and send calendar invites. Use University online systems, including Oracle and Concur, and help resolve faculty or lab personnel issues with these systems as they arise. Manage spreadsheet-based record keeping. Assist with database entry and maintenance, and material transfer agreements. Recognize and communicate problems to the group by explaining pertinent issues and identifying and recommending potential solutions. Help onboard (new lab member paperwork, list lab safety trainings, lab keys and key cards, server access, etc.) new lab members, such as undergraduate student researchers, student volunteers, graduate students, postdocs, lab techs, and visiting graduate students and scholars. Keep volunteer appointments up-to-date (require yearly renewal and assist in keeping lab safety trainings up to date for all lab members. Ability to operate personal computers including word processing, spreadsheets, and database programs. Act as backup to other Lab Administrative Assistants, and Business Office Admins, as needed.

MINIMUM QUALIFICATIONS

• Demonstrated experience with purchasing practices and procedures including contacting vendors, obtaining and negotiating prices.

• Ability to operate personal computers including word processing, spreadsheets, databases, graphics, and scheduling programs. Experience with Macintosh and Windows format and environment.

• Experience in coordinating travel arrangements including preparing travel claims.

• Accurate word processing skills with knowledge of proper formats of NIH grants and fellowships, correspondence, bibliographies, manuscripts, etc.

• Ability to organize and prioritize workload and meet deadlines. Skill in performing tasks with frequent interruptions.

• Ability to function independently and represent the Faculty in administrative matters and meet deadlines.

• Ability to use spreadsheets, slides, figure and table preparation, back-up, scheduling, and database programs, and equipment. Ability to learn new software programs and apply what is learned.

• Patience and perseverance to communicate and work effectively with a variety of personalities in a demanding environment.

• Knowledge of correct English language usage, punctuation, and spelling and the ability to proofread, edit and manage grammar and syntax.

• Demonstrated experience in general bookkeeping, including reconciling ledgers, ability to analyze budgets and monitor expenditures.

• Ability to maintain confidentiality involving personnel and other work related matters.

• Ability to use standard office equipment: computer, copier, fax, printers, scanners, etc.

• Demonstrated problem solving ability.

• Knowledge of alpha filing systems.

• Ability to answer multi-line phones, take accurate messages, and use professional telephone manners.

• Demonstrated ability to organize and schedule complex calendars.

• Demonstrated experience with web design and maintenance.

• Ability to use online computerized systems for business processes such as purchase order submission and approval, facility maintenance requests, and fund management and monitoring. Ability to proficiently teach and inform users in use of automated programs and system applications.

• Demonstrated skill in using common PC based software, including calendar, e-mail, word processing, spreadsheet, database and presentation software.

• Demonstrated writing excellence including the preparation of official correspondence for signature of University officials, facility project descriptions and proposals, and all manner of reports.

PREFERRED QUALIFICATIONS

• Knowledge of computer networking, troubleshooting, installing programs and configuring sharing setup.

• Working knowledge of scientific/medical terminology.

SPECIAL CONDITIONS

• Employment is subject to a criminal background check.

If employed by the University of California, you will be required to comply with our Policy on Vaccination Programs, which may be amended or revised from time to time. Federal, state, or local public health directives may impose additional requirements.

If applicable, life-support certifications (BLS, NRP, ACLS, etc.) must include hands-on practice and in-person skills assessment; online-only certification is not acceptable.

UC San Diego Health Sciences is comprised of our School of Medicine, Skaggs School of Pharmacy and Pharmaceutical Sciences, The Herbert Wertheim School of Public Health and Human Longevity Science, and our Student Health and Well-Being Department. We have long been at the forefront of translational - or "bench-to-bedside" - research, transforming patient care through discovery and innovation leading to new drugs and technologies. Translational research is carried out every day in the hundreds of clinical trials of promising new therapies offered through UC San Diego Health, and in the drive of our researchers and clinician-scientists who are committed to having a significant impact on patient care. We invite you to join our team!

Applications/Resumes are accepted for current job openings only. For full consideration on any job, applications must be received prior to the initial closing date. If a job has an extended deadline, applications/resumes will be considered during the extension period; however, a job may be filled before the extended date is reached.

To foster the best possible working and learning environment, UC San Diego strives to cultivate a rich and diverse environment, inclusive and supportive of all students, faculty, staff and visitors. For more information, please visit UC San Diego Principles of Community.

UC San Diego is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age or protected veteran status.

For the University of California’s Affirmative Action Policy please visit: https://policy.ucop.edu/doc/4010393/PPSM-20
For the University of California’s Anti-Discrimination Policy, please visit: https://policy.ucop.edu/doc/1001004/Anti-Discrimination

UC San Diego is a smoke and tobacco free environment. Please visit smokefree.ucsd.edu for more information.

UC San Diego Health maintains a marijuana and drug free environment. Employees may be subject to drug screening.