Administrative Assistant- Hybrid - 135321

The Herbert Wertheim School of Public Health and Human Longevity Science is dedicated to creating and promoting public health innovations to advance equity, justice, and wellbeing for all. The School focuses on health, diversity, inclusion, and social equity in everything we do. We believe this starts in the workplace, where we actively strive to ensure a sense of belonging for everyone and honor the idea that through our differences, we are better together. In working to fulfill that vision, we are comprised of more than 125 primary appointed faculty and academics, 200 staff members, and 25 secondary appointed faculty and provide mentorship and instruction to 700+ BSPH undergraduate major students and 225+ postgraduate students across six degree programs as well as a clinical residency. We conduct research and instruction in public health disciplines such as Biostatistics and Bioinformatics, Climate & Environmental Health, Community Health Services & Preventive Medicine, Epidemiology, Global Health, Health Behavior, Health Equity & Justice, Health Policy, Public Mental Health & Substance Use, and Technology & Precision Health, totaling ~$125M in grants and contracts and house five research service cores. We engage in research and teaching collaborations across the University and the community at-large. Partnerships with the community and with health agencies are fundamental to the School.

The UC San Diego Health Services Research Center (HSRC) has been providing a comprehensive variety of research services since 1991 to academia, corporations, and individuals worldwide. HSRC's mission is to support research focused on understanding how clinical and treatment services affect health outcomes. The center brings together experts in the fields of health outcomes, program evaluation, quality of life measurement, mental health, and medical research informatics, providing the infrastructure for clinical and academic research and program/performance evaluation studies.

The Administrative Assistant position will be working in a highly diverse and growing research center in the School of Public Health, providing center-wide administrative support for the Center Director, project directors, and research staff. The assistant will be responsible for center financial tasks such as purchasing, invoicing, and reconciliation, liaising with departmental business officers. Schedule and coordinate logistics for meetings and conferences, setting up and reconciling related travel expenses. Maintain electronic and paper filing systems, keeping them updated and organized. Type, format, and edit materials for grant submissions, research reports, and business-related communications. Prepare and track clients, quotes, invoices and payments for multiple research projects. Order and track supplies using a variety of UC San Diego on-line systems. Liaise with departmental faculty, staff, and interns. Coordinate the center's internship program recruitment and coordination. Complete Human Resources requests initiated by HSRC leadership.

• Demonstrated ability to work efficiently and effectively under pressure.

• Demonstrated excellence in written, oral, and interpersonal communication, including editing and grammar skills.

• Demonstrated experience with, and ability to develop and use, computer applications and capabilities to create and maintain databases, and produce correspondence, reports and tools for analysis and review, i.e., Word, Excel, Powerpoint, Outlook. Ability to prepare complex Word files that would require the incorporation of figures and pictures.

• Good organizational skills needed for maintaining accurate filing systems.

• Proven ability to work with a high level of independence, prioritize assignments and departmental needs to meet deadlines.

• Tact and diplomacy to interact with a variety of individuals including faculty, staff, students and foreign scholars.

• Ability to evaluate situations and make decisions using mature judgment. Demonstrated ability to problem-solve or make recommendations for creative solutions to general issues/problems.

• Demonstrated ability to proactively research and identify appropriate internal and external resources for collection of information, documentation, policies and procedures.

• Ability to maintain confidentiality.

• Knowledge of U.C. purchasing, personnel and travel regulations and procedures.

• Knowledge of U.C. policies and procedures.

• Working knowledge of research/scientific terminology and experience preparing grant proposals.

• Demonstrated leadership and ability to provide direction to undergraduate student employees.

• Experience with Web design.

• Employment is subject to a criminal background check.

• Willingness to work flexible hours on occasion.