Administrative Assistant - 137335

UCSD Department of Dermatology was founded in January 2015 bringing together a team of 70 faculty members specializing in Adult and Pediatric & Adolescent Dermatology, making us one of the largest Dermatology program in the nation. Our faculty are experts in their fields and are involved in a wide range of clinical, education and research endeavors.

Under supervision of the Senior Admin Analyst, the Administrative Assistant will provide administrative support to Dermatology Research Faculty, Research Fellows, Scholars, staff and volunteers. Administrative duties include preparing online requisitions and purchase orders, processing reimbursement, answering the phones, processing mail and faxes, scheduling meetings, data entry, filing, maintain records of receipts, packing slips, etc. This position is also responsible for coordinating personnel activities including job postings, onboarding research personnel, manage badge and IT access, and other personnel matters in coordination with HR and ARC. The AA will also be working with various UCSD offices including GME, HR, International Center, Graduate Division, and others to support the needs of Research faculty, trainees and staff. The AA will manage maintaining and updating content on department website and assist in the coordination and distribution of the department newsletters and other communications. The AA is responsible for various financial and audit activities in support of the Senior Admin Analyst and Administrative Vice Chair. This position will also be provide coverage for other senior administrative staff in support of Department Chair and Department Business Officer.

• Ability to organize and prioritize work with a diverse set of responsibilities and frequent deadlines.

• Ability to communicate clearly and effectively on the phone, via email, and in person with individuals of diverse educational levels and cultural backgrounds.

• Experience providing administrative support in an office setting.

• Ability to distribution of mail and file documents. Ability to perform basic math functions.

• Experience using general office equipment, including fax, scanner and copy machines.

• Demonstrated ability to use Microsoft Office and database software.

• Demonstrated ability to write clear and accurate correspondence and assist in the preparation of manuscripts, including close attention to detail, correct spelling and proper usage of grammar with ability to proofread own work.

• Demonstrated interpersonal skills, including tact, diplomacy and flexibility, with the ability to interact effectively with a diverse group.

• Ability to document tasks performed and train students on multiple projects assigned.

• Experience with academic manuscripts and extramural support.

• Two (2) years of relevant experience

• Employment is subject to a criminal background check.