Administrative Assistant - 131676

The incumbent provides executive level administrative support to the Executive Director of the Center for Microbiome Innovation, one of the Agile Research Centers housed in the Jacobs School Dean's Office. The incumbent is responsible for managing complex calendar, scheduling and coordinating logistics of meetings and special events, which may include travel arrangements and reimbursements. Provide administrative support on projects as assigned, which may included directed analysis, research, writing and report and presentation preparation. Provide administrative support to Director of Research as needed.

Serves as initial contact with faculty, staff, students, and community and governmental organizations. Exercises independent judgment and maintains professionalism and confidentiality of sensitive information.

~Cover letter required for a complete application.

• Analytical, problem-solving, and organizational skills with a strong attention to detail.

• Ability to provide feedback, determine priorities, and manage time to meet deadlines when assigned a task.

• Must demonstrate a high degree of professionalism in a rapidly changing, time-pressured environment and possess independent judgment, strong organizational skills, and the ability to be flexible as demands and priorities change.

• Ability to assess the most efficient means of retrieving information and the skill to develop innovative approaches, techniques, and procedures to provide more efficient and responsive services.

• Demonstrated extensive administrative experience in an office environment providing administrative support for faculty or executives.

• Excellent record keeping and ability to monitor progress the completion of assignments requiring multiple steps.

• Strong verbal and written communications skills with the ability to compose independent correspondence, and proofread letters, memos, and reports using correct rules of punctuation, grammar, and style.

• Experience preparing travel arrangements and processing reimbursements.

• Ability to work cooperatively and foster positive relationships with co-workers and clients.

• Working knowledge of accounting and mathematical skills needed to perform calculations using percentages and decimals, and ability to recognize errors and/or discrepancies and take administrative action to correct.

• Skill in coordinating complex administrative activities by determining the time, place, and sequence of actions to be taken.

• Skill in listening, anticipating, and responding to the needs of customers to achieve excellent customer service measured by outcomes rather than activities.

• Ability to enter, edit, retrieve information, recognize errors, and initiate corrections while using standard software applications, such as Word, Excel, PowerPoint, Access, and e-mail programs

• Ability to research, gather, and organize information to produce concise reports using relational databases. Experience using the internet and web browsers; ability to research topics and summarize findings. Successful experience working online to retrieve information and process business transactions.

• Ability to juggle multiple tasks with changing and competing priorities and frequent interruption.

• Demonstrated experience managing complex calendar and travel arrangements, planning meetings both on and off site.

• Experience working with confidential and sensitive issues requiring tact and diplomacy.

1. Must be able to work occasional overtime and weekends

2. Periodically, must be able to work alternate work schedule (7-3:30, 8-4:30, 9-5:30)

3. Background check required.

4. Cover letter required for a complete application.

If employed by the University of California, you will be required to comply with our Policy on Vaccination Programs, which may be amended or revised from time to time. Federal, state, or local public health directives may impose additional requirements.

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