SDSU Research Foundation

  • Administrative Assistant

    Req No.
    2019-9608
    Category
    Administrative/Clerical
    Type
    Full-Time Contract
    Salary
    USD $14.45 to $17/Hr. DOE
    Dept/Proj Name
    SDSU - HealthLINK
    Close Date
    1/6/2020
  • Overview

    San Diego State University's HealthLINK Center for Transdisciplinary Health Disparities Research (SDSU HealthLINK Center) is a multi-college effort to support minority health and health disparities research. With over 60 individuals on the team and growing, the SDSU HealthLINK Center consists of multidisciplinary faculty, administrative and technical staff, students, volunteers, and members of partner organizations. The SDSU HealthLINK Center is committed to the vision of inspiring collaborative and transformational research that promotes health and well-being for everyone.

    This position supports SDSU HealthLINK Center by performing a variety of moderate to complex clerical work assignments of a responsible and difficult nature to support the staff and investigators in accomplishment of the goals and objectives of the Center. This includes assisting Center management in coordinating activities across the Cores and Projects and in relation to other activities being conducting at SDSU and SDSURF. The Administrative Assistant will perform moderate to complex clerical work assignments across numerous disciplines, activities, and projects that require the application of comprehensive knowledge of a variety of policies, procedures, and precedents. Clerical functions include, but are not limited to: office support related to budget, personnel, facilities and equipment management, ordering of supplies and equipment, and record keeping. The Administrative Assistant may also support Center leadership in training, assigning and reviewing work of part-time research assistants and student interns. Essential to this position is clear and effective communication across different components of the SDSU HealthLINK Center and multiple departments within SDSU Research Foundation and the University.

     

    The ideal candidate will be a progressive thinker and have a positive attitude which is characterized by highly ethical practices, a commitment to diversity, openness, flexibility, integrity and a community orientation.

     

     

    Responsibilities

    The Administrative Assistant is responsible for but not limited to:

     

    ADMINISTRATIVE SUPPORT 55%
    • Creating and maintaining standard and electronic records, files, and record keeping systems;
    • Preparing, filing, and maintaining through records and tracking of expenses, including but not limited to, personnel, supply, payroll, and travel in compliance with Foundation policies and procedures and award restrictions and guidelines;
    • Using office support technology and software applications, such as word processing, desktop publishing, spreadsheets, and databases to produce Center materials and other documents, correspondence, memos, files and reports;
    • Ordering and maintaining supplies and equipment, ranging from basic office supplies to highly technical supplies and equipment across a broad range of disciplines (e.g., engineering, biochemistry, geography, IT, public health), including handling logistics of deliveries, shipping, and receiving;
    • Maintains conference room and Center calendars;
    • Assists in coordinating team building activities, special events, and celebrations;
    • Supporting efforts for recruiting personnel including tracking applicants and scheduling interviews;
    • Conducting new hire and volunteer orientations;
    • Implementing, and training staff and volunteers to implement, common Center protocols and procedures and liaise across Center Cores and Projects to ensure consistent implementation of said protocols and procedures;
    • Conducting necessary administrative activities related to onboarding and ending appointments for staff and volunteers;
    • Tracking student research assistants’ and interns’ effort and verifying accuracy;
    • Interacting with and solving problems for internal and external clients;
    • Providing basic computer tech support for Center staff;
    • Supporting the submission of the annual progress report and other reporting requirements;
    • Assisting in the development of grant proposals, including gathering information from key personnel and confirming accuracy of information, completing forms and reports as requested;
    • Other standard administrative and clerical tasks;


    COORDINATION AND OFFICE ADMINISTRATION 20%
    • Meeting regularly with the Center management to ensure coordination and administration of activities are on target and within established deadlines;
    • Organizing materials and coordinating logistical aspects related to conducting meetings--including in-person and virtual meetings--to include requesting attendee availability, scheduling locations and venues, catering requests, taking and distributing meeting minutes, etc.;
    • Communicating regularly with Center staff and investigators to ensure needed administrative support is provided;
    • Coordinating travel arrangements to include travel, lodging, transportation, and any necessary forms (e.g., for foreign travel) and reimbursements;
    • Storing and sharing documents and other files for meeting and archival purposes;
    • Coordinating computer, data and telephone services as needed;
    • Responsible for general office operations within all SDSU HealthLINK Center facilities, including serving as a primary contact for SDSURF for work orders, repairs, and maintenance;
    • Managing project assets such as equipment inventory and processing of property forms;
    • Processing key requests and maintaining accurate records of keys distributed to Center personnel;
    • Ensuring Center offices are kept organized and clean and ensuring staff are reminded to maintain a clean, safe and secure work area;
    • Collaborating with other SDSU HealthLINK Center Administrative Assistants as necessary to ensure continuity of administrative support across the Center;

     

    FISCAL 15%
    • Collaborating with Center Research Manager, Administrative Director, and Grant Administrator to monitor transactions;
    • Preparing check requests, purchase requisitions, and other SDSURF financial paperwork;
    • Receiving and processing invoices for payment;
    • Tracking payments due and processing invoices for Center recharge services provided using Quickbooks or a similar application;
    • Liaising with vendors and independent contractors to ensure completion of necessary documentation and correspondence to establish business relationships with SDSURF;
    • Assisting in reconciling PCard transactions and performing transaction allocation, disputes and submissions for approval;
    • Maintaining internal tracking mechanisms and files to ensure proper and timely flow of purchases and payments through Foundation systems for Center funds;
    Communicating discrepancies and ensuring accuracy of billing of expenses between fund years;
    • Assisting with budget projections and budget adjustments;


    OTHER DUTIES AND RESPONSIBILITIES AS ASSIGNED 10%
    • Responding to emails and inquiries in a timely and professional manner;
    • Attending team meetings, trainings, classes and other meetings as requested;
    • Setting deadlines and completing tasks to support the Center team in meeting aims;
    • Ensuring compliance with SDSURF policies and procedures across all functions listed above;
    • May train, assign, oversee, and review the work of part-time student assistants or volunteers who perform routine office work.

     

    Knowledge and Abilities:

    • Excellent verbal and written communication skills (using grammatically correct written English and accurate typing), including ability to adapt messages for both technical and non-technical audiences;
    • Ability to apply independent judgment, discretion and initiative to address standard problems and identify and refer more complex problems to appropriate staff;
    • Competence in understanding, interpreting, and communicating procedures, policies, information, ideas and instructions;
    • Ability to effectively handle a broader range of interpersonal contacts, including those at a higher level and those sensitive in nature;
    • Ability to demonstrate strong organizational and time-management skills;
    • Ability to demonstrate a high level of cross-cultural sensitivity.

    Qualifications

    • Previous experience in an office or administrative environment

    Preferred Experience:

    • High school diploma or GED;
    • Bachelor’s degree;
    • Experience in an academic or research environment, and/or within complex and interdisciplinary settings;
    • Experience working with individuals at all levels of an organization;
    • Experience working at SDSURF and applying SDSURF policies, procedures, and systems;
    • Experience with Adobe Creative Cloud applications to edit/maintain Center materials;
    • Experience with Quickbooks;
    • Bilingual in English and Spanish (reading, writing, speaking)

    San Diego State University Research Foundation is an EEO/AA/Disability/Vets Employer

     

    A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with SDSU Research Foundation

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