Administrative Assistant II -GICD - San Francisco, CA | Biospace
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Administrative Assistant II -GICD

Gladstone Institutes

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Location:
San Francisco, CA
Posted Date:
8/22/2017
Position Type:
Full time
Job Code:
98898309
Salary:
Required Education:
Bachelors Degree
Areas of Expertise Desired:
Administrative Assistant,

Job Description

The Gladstone Institutes is an independent, not-for-profit research institution affiliated with the University of California San Francisco (UCSF), contributing to the health and well-being of all people through medical research, education, and outreach in the areas of heart disease, HIV/AIDS, and neurological disease. Gladstone is composed of three separate institutes and approximately 500 employees. Our employees receive exceptional benefits. We are located in an award-winning building adjacent to UCSF's Mission Bay Campus.

Responsibilities:

The Gladstone Institutes is recruiting a well-organized, highly skilled and versatile Administrative Assistant to provide routine to complex administrative support for two Investigators at the Gladstone Institute of Cardiovascular Disease. Key duties include formatting and editing of grant applications, making travel arrangements, coordinating seminars and special events, calendaring, and coordinating and handling of all office activities.

Essential Functions and Duties:

• Word process, format, organize, proofread and correct correspondence, manuscripts, bibliographies, grants, fellowship applications and other documents, as required.

• Coordinate travel arrangements and prepare detailed itineraries. Maintain accurate travel records, process reimbursement requests, and track as needed.

• Maintain supervisor's calendars. Schedule meetings and appointments including arranging space, refreshments and transportation, as appropriate.

• Coordinate weekly institute seminars and special events.

• Open and sort mail (hard-copy and email, as directed). Draft replies to routine correspondence. Screen incoming calls; answer routine inquiries, schedule follow-up calls.

• Function as internal liaison with other administrative departments. Function as external liaison, as appropriate, with other universities, research institutes, and funding offices.

• Provide department support to postdoctoral fellows and graduate students, as directed by supervisor.

• Perform other duties as assigned.

Requirements

  • BA/BS, preferred.
  • A minimum of three years of progressively responsible experience performing administrative support activities, preferably in a research or academic environment.
  • Superior organizational, administrative, and time management skills.
  • Strong interpersonal skills and the ability to work well independently and collaboratively.
  • Experience with complex calendar management.
  • Advanced word processing skills using a Mac, and experience with database, graphics, & presentation (PowerPoint) programs. Experience with EndNote is a plus. Knowledge of Adobe Illustrator and Photoshop is a plus.
  • Attention to detail and demonstrated ability to follow detailed directions with accuracy.
  • Excellent written and verbal communication skills, including grammar, spelling and editing.
  • Recent experience formatting detailed grant applications, forms, scientific manuscripts, and bibliographies, or demonstrated equivalent experience.
  • A proactive approach to accomplishing work.
  • Previous experience in an academic, medical, or healthcare environment preferred. Grant experience is a plus.
  • Must be comfortable with multi-tasking and prioritization in a fast-paced environment with close attention to detail, accuracy, and timeliness.

PI98898309