Administrative Assistant

1 week ago

San Diego, United States UC San Diego Health Full time

Payroll Title:

- BLANK AST 3
- Department:

- OB/GYN & REPRODUCTIVE SCIENCES
- Hiring Pay Scale
- $19.49 - $39.20 / Hour
- Worksite:

- La Jolla
- Appointment Type:

- Career
- Appointment Percent:

- 100%
- Union:

- CX Contract
- Total Openings:

- 1
- Work Schedule:

- Days, 8 hrs/day, Monday-Friday**#129517 Administrative Assistant***:Filing Deadline: Fri 5/10/2024**

**UC San Diego values equity, diversity, and inclusion. If you are interested in being part of our team, possess the needed licensure and certifications, and feel that you have most of the qualifications and/or transferable skills for a job opening, we strongly encourage you to apply.**

**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.
- 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.
- Demonstrated writing excellence including the preparation of official correspondence for signature of University officials, facility project descriptions and prop

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