Administrative Assistant

Details

Posted: 12-Apr-24

Location: La Jolla, California

Salary: Open

Categories:

Administrative/Support
Staff/Administrative

Internal Number: 127589

UCSD Layoff from Career Appointment: Apply by 01/25/24 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 02/06/24. Eligible Special Selection clients should contact their Disability Counselor for assistance.

DESCRIPTION

The Hemophilia and Thrombosis Treatment Center (HTTC) at UC San Diego Health is an innovative, multidisciplinary program catering to the needs of adult and adolescent patients and their families with hemophilia, von Willebrand Disease, and other bleeding and thrombotic disorders. The Center provides personalized, comprehensive services including Patient Education, Outreach, Support and Programs, Research, and Clinical Trials.

This position will focus on supporting the Center's Director's and the office staff. Duties will include but are not limited to ordering supplies, Travel arrangements, reimbursements, coordinating meetings logistics, taking minutes for employees, managing the Center's Director and the Administrative Director, calendar, Take accurate minutes during meetings and distribute them to attendees promptly Coordinate the scheduling and logistics for incoming visitors, including visiting scholars, fellows, recruitments, vendors and partners, travel arrangements, and other projects, Maintains and orders office supplies.

MINIMUM QUALIFICATIONS

• Three (3) years related administrative support experience.

• Demonstrated ability to research, compile and report information for a variety of sources in an efficient manner.

• Experience to independently formulate and compose original correspondence, reports, summaries, etc.

• Proofread work, and use proper English and grammar for program preparation.

• Ability to correct work performed by others.

• Proven experience working and providing high level administrative/Program/Financial Support in a Department Business Office or similar program and project environment.

• Effective interpersonal skills including tact, diplomacy and flexibility with the ability to work in a team framework in conjunction with principles of community with diverse academics, staff, professionals, and the public.

• Excellent verbal, written, and electronic communication skills that facilitate professional, effective, and courteous interaction with a diverse population.

• Proven 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.

• Working knowledge of government and/or university regulations, policies and procedures relating to purchasing, travel, and expense reimbursements.

• Proven experience making domestic and international travel arrangements.

• Solid computer skills using MS Word, Excel, PowerPoint, email system, and a variety of web-based programs.

• Ability to create and maintain databases, perform standard computer tasks, learn new programs/ applications with minimal direction, and exercise fast and accurate typing skills.

• Commitment to update/maintain technology skills with relevant computer software.

PREFERRED QUALIFICATIONS

• UCSD Systems experience: Travel, Concur, Oracle, Premier, Services and Support, Payment Compass.
• Knowledge of University policies relating to accounting, purchasing, travel, entertainment,disbursements, and event planning.

SPECIAL CONDITIONS

• Must be able to work various hours and locations based on business needs.
• Employment is subject to a criminal background check and pre-employment physical.

Pay Transparency Act

Annual Full Pay Range: $40,700 - $81,850 (will be prorated if the appointment percentage is less than 100%)

Hourly Equivalent: $19.49 - $39.20

Factors in determining the appropriate compensation for a role include experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. The Hiring Pay Scale referenced in the job posting is the budgeted salary or hourly range that the University reasonably expects to pay for this position. The Annual Full Pay Range may be broader than what the University anticipates to pay for this position, based on internal equity, budget, and collective bargaining agreements (when applicable).

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About University of California San Diego
UC San Diego is an academic powerhouse and economic engine, recognized as one of the top 8 public universities by U.S. News and World Report. Innovation is central to who we are and what we do. Here, students learn that knowledge isn't just acquired in the classroom - life is their laboratory. UC San Diego's rich academic portfolio includes six undergraduate colleges, five academic divisions and five graduate and professional schools. The university's award-winning scholars are experts at the forefront of their fields with an impressive track record for achieving scientific, medical and technological breakthroughs.
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