Executive Assistant Job at UC San Diego (La Jolla)

Job Description

Provide executive assistance to a world-renowned Professor/Principal Investigator (PI) and his laboratory in the Department of Bioengineering and San Diego Supercomputer Center. Serve as primary contact for the PI and his lab. Provide a high level of administrative support and act as liaison between the Department of Bioengineering and SDSC's Business Offices, UCSD campus offices and external agencies. Coordinate and oversee PI's administrative affairs including financial, personnel and laboratory administration, calendaring, preparation of publications for submission and organizing a high volume of research and teaching materials. Troubleshoot and independently resolve assorted operational problems and handle highly confidential matters and materials with discretion. Organize and administer travel utilizing campus online travel management system. Research and organize background information for activities and projects. Analyze short and long-range space, staffing and budgeting needs. Maintain PI's website.

Job Responsibility

Provide executive assistance to a world-renowned Professor/Principal Investigator (PI) and his laboratory in the Department of Bioengineering and San Diego Supercomputer Center
Serve as primary contact for the PI and his lab
Provide a high level of administrative support and act as liaison between the Department of Bioengineering and SDSC's Business Offices, UCSD campus offices and external agencies
Coordinate and oversee PI's administrative affairs including financial, personnel and laboratory administration, calendaring, preparation of publications for submission and organizing a high volume of research and teaching materials
Troubleshoot and independently resolve assorted operational problems and handle highly confidential matters and materials with discretion
Organize and administer travel utilizing campus online travel management system
Research and organize background information for activities and projects
Analyze short and long-range space, staffing and budgeting needs
Maintain PI's website

Requirements

Strong demonstrated executive-level administrative skills, including complex calendaring and travel coordination
Demonstrated experience interpreting policies and procedures related to business office management, such as fund administration, purchasing, contract and grant administration, staff personnel, disbursements, travel, facility management, inventory, etc.
Demonstrated ability to independently arrange and organize meetings and special events, including coordination of support services
Demonstrated experience performing administrative skills with a high level of proficiency and competency to include: composing, editing, and finalizing complex correspondence, minutes of meetings, publications, business letters, summaries, and reports
typing with reasonable speed and accuracy
entering data with speed and accuracy
editing and proofreading final products
and skill in proofreading work for grammar, spelling, punctuation and typographical errors. Excellent oral and written communication skills
Demonstrated experience with general office equipment, including fax, photocopier, computer, typewriter, adding machine, calculator, scanners, web, and voice mail
Demonstrated skill in using personal computers and a wide variety of software packages for word processing, spreadsheets, database processing, presentations and calendaring (e.g. Microsoft Office suite). Knowledge of e-mail systems as a primary form of communication. Accomplished skill at navigating the Internet for information retrieval
Excellent time management skills. Ability to work in a fast-paced environment with shifting priorities. Strong demonstrated ability to organize and prioritize workload, to work independently on simultaneous detailed projects, produce accurate, timely results, and to meet tight deadlines
Excellent interpersonal skills, including tact, diplomacy and flexibility to work with staff, faculty, students, industry and the community as part of a team and in accordance with the principles of community
Demonstrated ability to maintain strict confidentiality with demonstrated experience in utilizing good judgment and discretion when working with a variety of sensitive issues or highly confidential information
Resourcefulness and independent ability to research information from a variety of sources and to identify and extract relevant data, including the library, Pub Med and various agency website's such as NIH and NSF and UCSD website's
Demonstrated organizational skills with ability to organize large volumes of research and teaching materials
ability to efficiently and creatively utilize and organize limited space
Possess basic mathematical skills to calculate various financial forms
Ability to accurately review and process materials dealing with a broad spectrum of issues. Ability to develop, implement and maintain accurate record retention systems
Proven ability to work well as a team member and foster positive relationships with co-workers
Embrace and practice UCSD's Principles of Community, including the commitment to strive to maintain a climate of fairness, cooperation, and professionalism
Background check required
Must be willing to work in an animal-related research environment

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