We are looking to hire a persistent Administrative Assistant III | University of California San Francisco to join our collaborative team at University of California San Francisco in San Francisco, CA.
Growing your career as a Full Time Administrative Assistant III | University of California San Francisco is a great opportunity to develop beneficial skills.
If you are strong in people management, attention to detail and have the right drive for the job, then apply for the position of Administrative Assistant III | University of California San Francisco at University of California San Francisco today!
The Administrative Assistant position provides administrative support for faculty members in the Department of Microbiology and Immunology. The position is a hybrid role which will require the employee to be on-site 5 days a week for the first month for on-site training and then transition to a hybrid schedule of MWF remote and TTH on-site. On-site days may increase depending on the needs of the unit. The individual will be responsible for BearBuy purchasing which utilizes the UCSF campus e-Procurement system used for purchasing goods and services, submitting reimbursements through MyExpense, and providing general faculty support.
Key Responsibilities: Order all laboratory supplies and act as the Bearbuy requester for the labs for all orders Ordering supplies and identifying/seeking discount opportunities when available Update lab wiki regarding lab administration-related matters Assist with trainee on-boarding Process check requests, subscription renewals, and travel reimbursements for faculty, fellows and students Create and maintain tracking system for check requests and reimbursements Provide administrative support for faculty members Coordinate calendar of activities for the PIs, a multifaceted and complex task because of the diversity of our efforts in research, teaching and public outreach Coordinate grant preparation, c ollect information, references and biographical profiles Liaison between faculty and department and university grant offices to ensure deadline compliance and proper package preparation Assist in formatting applications, assembling the components and routing grants Coordinate all documentation regarding laboratory accomplishments - maintaining CVs, providing materials for grant renewals, proofing and submitting manuscripts, providing support and coordination for grant renewals Process travel arrangements and coordinate faculty, fellow and student travel arrangements including registration, transportation, and lodging details Schedule and record Zoom meetings Schedule interviews and seminars for visiting scientists and job candidates Prepare and submit purchase requisitions to central purchasing and follows up on these orders Provide training to new AAs with BearBuy, MyExpense, Match Exception, calendar invites, HOD, and MyCores Utilize Word, Excel, PowerPoint, Filemaker Pro, Acrobat Writer and Gmail to update and maintain files Maintain Jawetz library schedule Coordinate with Facilities Management to resolve maintenance issues in labs Provide purchasing coverage while other AAs are out of the office Search journal and UCSF library websites to obtain journal articles for PIs, fellows and students Process reimbursements for assigned faculty and lab staff using MyExpense Send packages Update appropriate lab databases Gather and compile information for laboratory protocols applications and renewals for the following committees: Institutional Animal Care and Use Committee (IACUC), Institutional Biosafety Committee (Biological Use Authorization), and Radiation Safety Committee (Radiation Use Authorization) Ensures compliance by keeping records and authorized users updated Prepare and draft routine and non-routine correspondence and keep appropriate files of important documents. Maintain file of outgoing correspondence Maintain NIH-style biosketches and internal CV materials Pick-up and distribute mail to PIs and labs Serve as liaison with DSA on safety hazards and requirements in labs Schedule meetings and events Work with faculty and their lab members to endure compliance with various training requirements Serve as Bearbuy Requester Follow-up on monthly match exceptions for assigned labs Collect packing slips for all orders and file them in appropriate folders Assign POs for Federal Express invoices and submit for payment Submit work orders to Facilities Management for any building issues (i.e. heating, light bulbs, locks, etc) Place all 10th floor general lab supply orders Floor Warden duty for HSE10 admin suite Manage departmental websites and lab websites Manage conference room HSE 402 (Jawetz Library) Prepare Emergency Action Plans for the department Other duties as assigned To see the hourly range for this position (we recommend that you make a note of the job code and use that to look up): TCS Non-Academic Titles Search (ucop.edu)
Please note: The compensation ranges listed online for roles not covered by a bargaining unit agreement are very wide, however a job offer will typically fall in the range of 80% - 100% of the established mid-point. An offer will take into consideration the experience of the final candidate AND the current salary level of individuals working at UCSF in a similar role.
For roles covered by a bargaining unit agreement, there will be specific rules about where a new hire would be placed on the range.
To learn more about the benefits of working at UCSF, including total compensation, please visit:
Benefits of working as a Administrative Assistant III | University of California San Francisco in San Francisco, CA:
? Company offers great benefits
? Rapid Progression
? Advantageous package
