Administrative Assistant - Pediatrics

#140945 Administrative Assistant - Pediatrics

The Knight lab has for the last few years consisted of a team of approximately 35 highly skilled researchers, students and technicians, with an annual operating budget of about $3 million derived from a mixture of federal and non-federal sources. Most of the lab's work focuses on technologies for reading out microbial communities, including laboratory procedures for next-generation sequencing and bioinformatics software development, with applications in the human microbiome and child development, conservation, environmental monitoring and management, and biofuels. The Knight lab is widely regarded as a leader in the microbiome field, publishing regularly in top journals including Science, Nature, Cell, and PNAS, and publishing several dozen journal articles per year overall.

Under the general supervision of the PI and the Executive Assistant, the incumbent coordinates the day-to-day business operations of the lab. Duties include coordinating meetings and special events such as academic talks and sponsored research symposiums; complex travel including coordination with hosting university or governmental agencies and arrangements for all national and international destinations; independently compose and proof a high daily volume of correspondence for the Knight lab while coordinating appropriate actions to resolve any issues that arise; maintain all general lab-related files, lab website content, and lab project database; fund raising/development activities support, and personnel matters including faculty and staff recruitment. Create and submission of Human Subjects Research Protection Program study protocols and material transfer agreements enabling collaborations with a wide range of academic and industry partners may be required. Provide planning and support to offer recommendations and ensure resolution for issues that arise in the lab's operations. Facilitates completion of applications for academic advancement, reports and special projects, and researches and responds to queries regarding complex issues and information. Facilitates training and on-boarding of new administrative personnel and provides ongoing support. Supervise the management, maintenance, and development of the electronic filing systems and coordinate general office duties. All duties require the use of tact, strict confidentiality in the handling of sensitive information, independent judgment, discretion and flexibility.

Minimum 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. Ability to exercise political acumen and maintain strict confidentiality (in interactions with both internal and external people) concerning work-related information.
• Proven excellent computer skills, including at least intermediate-level ability with Microsoft Office and Adobe programs. Demonstrated ability to create complex spreadsheets, Word documents and pdf documents.
• Strong demonstrated experience with complex calendaring, travel, and event planning.
• Skill in analyzing information, situations, practices, or procedures to define the problem or objective, identify relevant factors, formulate logical and objective conclusions, and recognize alternatives and their implications.
• Demonstrated ability to resolve conflicts with creativity and authority while maintaining a professional relationship. Ability to make recommendations or decisions that affect office operations and activities.
• Demonstrated ability to develop, implement, and maintain computerized and paper record keeping and filing systems.
• Ability to interpret and disseminate information on a wide variety of complex 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.

Preferred Qualifications

• Knowledge of UCSD Policy and Procedures. Familiarity with UCSD systems, including IFIS, Financial Link, Travel, etc.
• Demonstrated experience in contract and grant proposal formats, preparation, submission and administration, as well as knowledge of Federal, State and private granting agency regulations.
• Demonstrated experience with academic review processes to include coordination of academic review file submission, maintaining up-to-date electronic curriculum vitae, bibliography, course review materials and professional materials, ensuring all materials are in the proper format; published articles, book chapters, and abstracts.
• Experience with assisting with grant document preparation including non-competing and supplemental applications.

Special Conditions

• Employment is subject to a criminal background check.
• Must be able to work regular overtime as needed.

Pay Transparency Act

Annual Full Pay Range: $61,429 - $88,030 (will be prorated if the appointment percentage is less than 100%)

Hourly Equivalent: $29.42 - $42.16

Factors in determining the appropriate compensation for a role include experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. The Hiring Pay Scale referenced in the job posting is the budgeted salary or hourly range that the University reasonably expects to pay for this position. The Annual Full Pay Range may be broader than what the University anticipates to pay for this position, based on internal equity, budget, and collective bargaining agreements (when applicable).