#124075 Administrative Assistant - Hybrid/Remote

DESCRIPTION

The Herbert Wertheim School of Public Health and Human Longevity Science (HWSPH) is dedicated to creating and promoting public health innovations to advance equity, justice, and wellbeing for all and has more than 80 primary salaried faculty, 20 secondary faculty, 250+ personnel, 225 postgraduate students, and over 650 undergraduate majors. The School includes activities in the public health disciplines of biostatistics and bioinformatics, epidemiology, global health, health policy, health behavior, health equity, public mental health, environmental and climate health, and preventive medicine.

The School has strong collaborative research programs facilitated by Research Centers of Excellence focused on wireless and population health systems, health promotion and equity, women's health, and tobacco control, and has extensive collaborations with the School of Medicine, Jacobs School of Engineering, the Scripps Institution of Oceanography, Moores Cancer Center, Design Lab, Qualcomm Institute, ACTRI, HDSI, Skaggs School of Pharmacy, and with other partners across the UC San Diego campus. Partnerships with the community and health agencies are fundamental to the School. The School houses five recharge cores providing services to UC San Diego and external customers. Research in the School includes ~$125M total awarded grants and contracts. The School has and administers two PhD programs (public health and biostatistics), a Master of Public Health professional degree program, a MS in Biostatistics, the only Health Sciences undergraduate program (BSPH), a Master of Applied Science in Leadership of Healthcare Organizations run in conjunction with UC San Diego Extension, and a Preventive Medicine Residency program.

Under supervision, the incumbent will provide a broad spectrum of administrative and operational support to faculty, staff, and associated clinics. This encompasses a wide range of responsibilities, including but not limited to: calendar and schedule management, travel coordination, processing travel advances, reviewing invoices, submitting requisitions, coordinating events/entertainment, handling reimbursements, composing correspondences, database creation and maintenance, providing support for research activities as needed, and monitoring recharges. Additionally, the incumbent will also follow-up on work orders and oversee office and equipment maintenance. The incumbent will also play a key role in establishing and maintaining efficient office filing systems (paper & electronic). Other duties assigned as needed.

MINIMUM QUALIFICATIONS

• Demonstrated experience and proven ability to provide a high level of independent executive, administrative, and fiscal support.

• Demonstrated experience with complex scheduling with ability to prioritize and develop procedures to streamline workload and produce quality work with shifting deadlines and frequent interruptions.

• Experience with equipment, facilities/space management and office/lab safety procedures and requirements. Proven ability to interpret manuals, review and follow related processes/ procedures and maintain current accurate compliance records and documentation as required or needed.

• Solid computer skills using MS Word, Excel, Powerpoint, Outlook, and a variety of web-based programs to perform standard computer tasks, learn new programs/applications with minimal direction, and exercise fast and accurate typing skills. Knowledge of networking configuration with both PC and Mac computers and load basic software.

• Experience working in a networked environment using email, online calendaring and well developed internet navigation skills and experience learning new office-related software and hardware.

• Experience with policy and procedures related to travel, disbursements, grants and contracts, proposal preparation, animal use and human subjects, etc.

• Experience with purchasing practices and procedures including contacting vendors, obtaining and negotiating prices and using online purchasing system. Experience with monitoring database system, especially in regards to ordering system.

• Working knowledge of financial accounting and ability to review budgets and track expenditures. Experience with a wide variety of travel-related administrative activities including university policies and procedures, tracking systems for meeting expenses, and tracking of persons and materials in transit.

• Experience compiling statistical and other information involving mathematical calculations, designing reports using appropriate computer software and synthesizing data from a variety of sources.

• Excellent written and electronic communication skills that facilitate professional, effective, and courteous interaction with a diverse population. Demonstrated ability to effectively compose, edit and proofread letters, memoranda, minutes of meetings, and summary reports with clear and concise expression, proper grammar, style, and punctuation.

• Excellent interpersonal skills including tact, diplomacy and flexibility with the ability to work in a team framework in conjunction with principles of community with staff, professionals, the public, and others and ability to maintain confidentiality as required.

• Ability to troubleshoot, identify problems and independently resolve discrepancies with ability recommend solutions.

• Strong demonstrated ability to work independently, prioritize workloads to meet deadlines and identifying projects following through until completion.

• Experience with policy and procedures related to travel, disbursements, grants and contracts, proposal preparation, animal use, and human subjects, etc.

PREFERRED QUALIFICATIONS

• Experience with University on-line systems (e.g. Link Family, BLINK, MyEvents, My Travel, Marketplace, My Time, Queries, CAMS).

• Knowledge of online financial and personnel systems (i.e. IFIS, PPS) and ability to prepare online purchase travel requests, identify expenditure patterns and project expenditures.

SPECIAL CONDITIONS

• Employment is subject to a criminal background check.

• Occasional overtime may be required.

Job offer is contingent on successful engagement in the UC COVID-19 Vaccination program (fully vaccinated with documented proof or approved exception/deferral).

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 Health is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, age, protected veteran status, gender identity or sexual orientation. For the complete University of California nondiscrimination and affirmative action policy see: http://www-hr.ucsd.edu/saa/nondiscr.html

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.