Administrative Assistant - 131912

Payroll Title:
BLANK AST 2 Department:
PEDIATRICS Hiring Pay Scale
$24.67 - $34.96 / Hour Worksite:
Campus Appointment Type:
Career Appointment Percent:
100% Union:
CX Contract Total Openings:
1 Work Schedule:
Days, 8 Hour Shifts, Monday - Friday

#131912 Administrative Assistant
Filing Deadline: Mon 9/16/2024
Apply Now

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.

UCSD Layoff from Career Appointment : Apply by 9/04/2024 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants : Apply by 9/16/2024. Eligible Special Selection clients should contact their Disability Counselor for assistance.

DESCRIPTION

The Department of Pediatrics is one of the largest departments within the School of Medicine with approximately 171 Faculty, 50 post-doctoral fellows (both MDs and PhDs) along with over 300 support staff (not including hospital staff). In addition, the Department has 57 clinical residents and fellows distributed across the Divisions. The missions of research, education and patient care are intertwined, and are integral to the goals of the department.

The Department has undergone significant growth in recent years with a consolidated budget of approximately $106 million including sponsored projects expenditures of approximately $54 million and clinical revenue of over $ 52 million. This expansion of the Department's research and clinical portfolio is expected to continue in the next few years.

The Department's 18 divisions include Academic General Pediatrics, Child Development & Community Health; Allergy, Immunology and Rheumatology; Cardiology; Dermatology; Environmental Science and Health; Emergency Medicine; Endocrinology; Gastroenterology; Genetics; Genome Information Sciences; Hospital Medicine; Infectious Diseases; Neonatology; Nephrology; Pharmacology & Drug Discovery; Rehabilitation Medicine; and Respiratory Medicine.

In 2001, physicians and leadership of the University of California, San Diego (UCSD), Rady Children's, and Children's Specialists of San Diego (CSSD) unified pediatric patient care, research, education and community service programs, creating a university-affiliated children's health system to serve the region. Over the past two decades, an extensive list of joint programs has developed, with many physicians and researchers playing a role at both institutions.

This affiliation has consolidated the clinical, teaching, research and public service programs of the UCSD School of Medicine's Department of Pediatrics with San Diego's only health care system dedicated to the health and well-being of children. In 2009, this partnership was furthered by the creation of Rady Children's Specialists of San Diego, a Medical Foundation, and is now recognized as having global leaders in research, technology, translational medicine, education and clinical excellence.

The Administrative Assistant works under the direction of faculty member who is Professor of Pediatrics and Director of the Gene Therapy Initiative (GTI). The incumbent will also receive guidance from the GTI Director of Research Engagement and Operations.

The Administrative Assistant will be an integral member of a research program that includes an active research laboratory, a clinical trial team, and an academic initiative to establish a strong gene therapy program at the University. This position requires strong inter-personal skills as the incumbent will interact with various University staff, faculty, departments, administrative offices, as well as with external collaborators and partners from other academic institutions and from industry. This position will be exposed to confidential material, including information related to production and coordination of manuscripts, grants, and gifts. The incumbent provides full administrative and organizational support to coordinate and organize the daily functions of the administrative office and laboratory. In addition to general clerical work, major responsibilities include: assist with assembling proposal submissions and progress reports, facilitate onboarding of departmental personnel, support laboratory with administrative tasks as needed, contribute to digital media and marketing material creation and management, aid with event coordination, set-up and manage philanthropic funds and also agreements with industry. Skills to prioritize and pace multiple responsibilities on several projects simultaneously, while meeting changing deadlines are essential.

Incumbents are responsible for interpretations and decisions based on established policies, precedents and administrative regulations. The Administrative Assistant will follow University policy and procedures in all aspects of job duties. Performs other duties as assigned.

MINIMUM QUALIFICATIONS

• Ability to independently follow and interpret oral and/or written instructions, perform duties with accuracy and consistency, changing priorities to meet multiple deadlines. Excellent skills to prioritize and organize the workflow, delegating clerical assignments as necessary.
• Extensive computer experience to include expertise with various software packages to include Word, Excel and Power Point.
• Ability to use reference management and website editor software.
• Ability to analyze, research, gather and organize information to produce reports and/or provide concise verbal presentations.
• Experience coordinating meetings, conferences and workshops.
• Demonstrated strong and excellent interpersonal communications skills to work effectively with diverse faculty, technicians, postdocs, staff and students, including those from different cultures and backgrounds, within the department, Medical School, external and foreign agencies, and professional associations.
• Ability to manage calendar, book travel, and process reimbursements.
• Knowledge of correct English grammar, spelling, punctuation, and usage, with ability to independently compose letters and memorandum utilizing appropriate formats and styles, while proofing/editing work to ensure accuracy of grammar, punctuation, and spelling. Superior word processing skills.
• Skill in analyzing and organizing information and preparing for presentation.
• Demonstrates strong ability to coordinate material transfer agreements, ensuring meticulous record-keeping with attention to detail and accuracy.
• Perform all job duties with business acumen, including characteristics of professionalism in dress, conversation, attitude, behavior, and attentiveness to patients and staff at all times.
• Availability to occasionally work weekends and after-hours.

PREFERRED QUALIFICATIONS

• Knowledge of scientific terminology and symbols.
• Basic accounting skills.
• Skill in maintaining and updating all computer files to allow easy retrieval of and access to information.
• Knowledge of UC policies and procedures to include purchasing regulations and procedures.
• Knowledge of animal protocol and EH&S regulations related to research laboratories.
• Experience with managing social media platforms for business.
• Skills in website or graphic design.
• Knowledge of Marketing/Communications strategies.

SPECIAL CONDITIONS

• Employment is subject to a criminal background check.
• Must be willing to work near a laboratory environment, where human stem cells, viral vectors and animals are used in research, and where chemical, biological, and other hazards are present.

Pay Transparency Act

Annual Full Pay Range: $33,900 - $72,996 (will be prorated if the appointment percentage is less than 100%)

Hourly Equivalent: $16.24 - $34.96

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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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!

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