Pediatrics Lab Administrative Coordinator

University of California San Diego; San Diego (CA); On-site; USD 40,000 - 58,000; Full time

Job summary

UC San Diego is seeking an Administrative Assistant to support the Knight lab in Pediatrics. The role coordinates day-to-day operations, schedules meetings, manages travel and events, and prepares high-volume correspondence while safeguarding confidential information.

Responsibilities also include maintaining lab records and website content, assisting with grant documents, and coordinating recruitment and onboarding of staff.

Qualifications

• Demonstrated organizational and project management skills, including ability to work independently, determine appropriate priorities, and complete projects accurately, efficiently, and with a high level of attention to detail, despite competing deadlines.
• Demonstrated superb interpersonal skills to successfully interact with a variety of people, including high-level executives, civic leaders, and members of the community from diverse cultures and backgrounds.
• Proven excellent computer skills, including at least intermediate-level ability with Microsoft Office and Adobe programs.
• Strong demonstrated experience with complex calendaring, travel, and event planning.
• Skill in analyzing information to define problems, identify factors, and recognize alternatives and implications.
• Demonstrated ability to resolve conflicts with creativity and authority while maintaining a professional relationship.
• Demonstrated ability to develop, implement, and maintain computerized and paper record keeping and filing systems.
• Ability to interpret and disseminate information on policies from various organizations.
• Skill to communicate effectively, diplomatically, and professionally, both orally and in writing.
• Demonstrated experience with third party programs such as GoTo Meeting, WordPress, EndNote, WebEx and Zoom
• Experience with assisting with grant document preparation including non-competing and supplemental applications.

Responsibilities

• Coordinate the day-to-day business operations of the lab, including meetings and events such as academic talks and sponsored research symposiums.
• Coordinate complex travel including national and international destinations and arrangements.
• Compose and proof a high daily volume of correspondence and resolve issues as they arise.
• Maintain all lab files, lab website content, and the lab project database.
• Provide planning support for recommendations and lab operations issues; assist with grant documents and recruitment activities.
• Facilitate onboarding of new administrative personnel and supervise electronic filing systems.

Skills

Organizational skills

Project management

Interpersonal skills

Office software

Calendaring & travel

Communication

Record keeping

Policy interpretation

Professional writing

Tools

GoTo Meeting

WordPress

EndNote

WebEx

Zoom

Job description

UC San Diego is seeking an Administrative Assistant to support the Knight lab in Pediatrics. The role coordinates day-to-day operations, schedules meetings, manages travel and events, and prepares high-volume correspondence while safeguarding confidential information.

Responsibilities also include maintaining lab records and website content, assisting with grant documents, and coordinating recruitment and onboarding of staff.