Administrative Assistant II

Job Description

Job Description

Candidates must have flexibility based on Department needs and onsite/remote days are subject to change HOWEVER, candidates MUST adhere to the department schedule.

The department is NOT providing a laptop - Candidate MUST provide their personal laptop when working remote and would bring this in for IT to secure the necessary access.

Purchase Order Information (We will need the PO before the candidate can start on assignment)
Has the PO already been approved Yes
If so, what is the PO or Cost number: PO-00212937
Is your PO grant or gift funded No
Will the PO be tied to multiple resources Yes

Assignment Information
Campus or Medical Enterprise: Campus
Will this position be onsite/remote/hybrid Hybrid. In office Mondays, Wednesdays and Fridays. Offsite on Tuesdays and Thursdays. This schedule is not flexible and the departments schedule must be adhered to.
Will this worker be working directly with Minors no
Job Title: Administrative Project Specialist
Number of needs: 1
Target start date: ASAP
Duration of Assignment: 6 months with a chance to extend and/or convert to a Full-Time employee based on performance and cultural fit.
Work hours: 37.5 hour work week, Start: 9:00am End: 5:00pm PST (1/2 hour lunch)
Manager Name:
Timecard Approver: Victoria Williams
Dress code: Victoria Williams (primary), Loba Ojo (proxy
Parking: Parking can cost up to 20.00 per day based on location and is paid at the contingent\'s expense -Monthly parking pass available for purchase reduces the cost to roughly $9/day. If the worker ends prematurely or in the middle of the month, the remaining days are reimbursable by the transportation department.

Education Requirement: Bachelors degree required, Public Health or related field preferred, but not required; 2 years of related professional experience.

Job Description:
The Institute for Addiction Science (IAS) is seeking a highly organized, dependable, and detail-oriented Administrative Assistant to provide day-to-day administrative and operational support for the Institute.

A primary responsibility of this position is providing administrative support to the IAS Executive Director and Institute staff, including calendar management, scheduling, correspondence, meeting coordination, travel arrangements, purchasing and reconciliation, office organization, and maintenance of administrative records and systems.

The Administrative Assistant will also support IAS programs, meetings, events, communications, and special projects by assisting staff with scheduling, logistics, materials, correspondence, tracking, and other administrative needs.

The ideal candidate is professional, responsive, organized, and comfortable managing multiple administrative tasks in a fast-paced academic and research environment. This position requires strong attention to detail, good judgment, initiative, and the ability to work effectively with faculty, staff, students, trainees, community partners, and other university stakeholders.

Key Responsibilities
Administrative and Executive Support
Provide administrative support to the IAS Executive Director and Institute staff.
Manage calendars, schedule appointments and meetings, coordinate availability, and send reminders and follow-up communications.
Coordinate scheduling involving faculty, university leadership, students, community partners, external collaborators, and other stakeholders.
Assist with organizing and responding to routine correspondence and tracking requests requiring follow-up.
Coordinate domestic and occasional international travel arrangements, including flights, hotels, ground transportation, registrations, itineraries, and supporting documentation.
Assist with travel reimbursements and related reconciliation in accordance with university policies and procedures.
Schedule meetings and reserve conference rooms or other meeting spaces.
Prepare and distribute meeting invitations, agendas, Zoom links, materials, and other supporting documents.
Attend meetings as needed to take notes, prepare minutes, document action items, and assist with follow-up.
Maintain calendars, contact lists, shared files, administrative records, and other organizational systems.
Assist with preparing documents, correspondence, presentations, spreadsheets, and other administrative materials.
Provide general administrative support to IAS leadership and staff as needed.

Office Operations
Support the day-to-day operation and organization of the IAS office.
Monitor office supply inventory and place orders as needed.
Maintain shared office, kitchen, conference room, and common-use supplies.
Monitor and replenish coffee, beverages, snacks, refreshments, and hospitality supplies.
Receive, organize, and distribute deliveries, supplies, mail, and materials.
Assist with preparing conference rooms and meeting spaces before meetings and restoring spaces afterward.
Coordinate with facilities, IT, building management, and other university services regarding routine office needs.
Assist with maintaining office equipment and coordinating service, repair, or replacement as needed.
Maintain an organized, professional, and welcoming office environment.

Purchasing and Financial Administration
Assist with purchasing, invoices, reimbursements, corporate card reconciliation, and other routine financial administrative processes.
Maintain receipts, invoices, approvals, and other supporting documentation for Institute expenditures.
Assist with entering, organizing, and tracking financial information and documentation.
Coordinate purchases for office supplies, equipment, meetings, catering, events, and other Institute needs.
Work with IAS and financial personnel to help ensure transactions are submitted accurately and on time.
Assist staff with gathering documentation needed for financial reconciliation and reporting.

Meeting, Program, and Event Support
Provide administrative and logistical support to IAS staff for meetings, educational activities, webinars, retreats, speaker events, community activities, and other Institute programs.
Assist with room reservations, catering orders, parking arrangements, audiovisual requests, meeting materials, registration lists, and other logistical needs.
Assist with communications to speakers, attendees, faculty, students, community partners, and other participants.
Prepare and distribute invitations, confirmations, reminders, materials, and follow-up communications.
Assist with onsite meeting and event preparation, check-in, materials, refreshments, and other support as needed.
Help maintain organized records and documentation related to IAS meetings, programs, and events.

Preferred Qualifications
Strong organizational and time-management skills with excellent attention to detail.
Ability to manage multiple administrative tasks, calendars, deadlines, and competing priorities.
Strong written and verbal communication skills.
Professional interpersonal skills and the ability to communicate effectively with faculty, staff, students, university leadership, community organizations, and external partners.
Previous administrative, office, executive assistant, or related support experience preferred.
Experience managing calendars, scheduling meetings, and coordinating travel preferred.
Experience assisting with meetings, events, webinars, or educational activities preferred.
Experience with purchasing, reimbursements, invoices, credit card reconciliation, or similar administrative processes preferred.
Proficiency with Microsoft Office, Zoom, and other commonly used administrative platforms.
Familiarity with Canva, WordPress, social media platforms, or Adobe Creative Cloud is helpful but not required.
Experience in a university, academic, research, health care, or nonprofit environment preferred but not required.
Experience supporting research projects or familiarity with pre- and/or post-award grant administration is helpful but not required.
Ability to work independently, follow established procedures, exercise sound judgment, maintain confidentiality, and ask questions when appropriate.
Ability to take initiative, anticipate routine administrative needs, and work collaboratively as part of a team.
Willingness to provide hands-on support for day-to-day office operations, meetings, and Institute activities.

Campus - Non-Clinical Onboarding (CAN START PENDING CRIMINAL IF DRIVING OR HANDLING CASH IS NOT INVOLVED)
CORE
Background
Social Security Trace
7 year worked and lived found by SSN
County Criminal F&M - 7 year
Federal Criminal - 7 year
Widescreen Plus National Criminal Search
National Sex Offender Registry
Application
Temporary Work Agreement
Harassment & Discrimination Pamphlet
ON CAMPUS
COVID VACCINATION REQUIREMENTS: Not required however strongly recommended. Masks Optional.
Qualified Applicants with arrest or Conviction records will be considered for Employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act