The position provides general administrative and project support for the Executive Office. Scope of duties is broad and encompasses various business, research administration and financial matters. This position is responsible for independent tasks and projects, taking a high level of initiative. An entrepreneurial spirit and “no task too big or too small” attitude will be required, as the work will fluctuate between basic daily tasks and important special projects.
Essential Duties and Responsibilities
Provide basic administrative support for the Executive Office:
Compiles information, prioritizes and coordinates various projects as assigned.
Prepare expense reports, payment requests, and other administrative forms in accordance with Institute policies and procedures.
Reconcile monthly AmEx statement reports for the Executive Office.
Act as point of contact to coordinate administrative support for the Core Facilities.
Purchases departmental supplies.
Serves as primary back-up for the Sr. Executive Assistant role.
Assists and oversees several key contract administration duties, including:
Management of multi-year project budget with periodic reviews
Coordination of contract agreements with subcontractors and consultants
Meticulous review and pre-approval of subcontractor invoices
Primary contact for issue resolution with the funding agency, subcontractors, and consultants
Organize project annual workshop and outreach programs
Financial analysis and budget forecasts
Assists with department and project budgeting and cost control.
Assists with Executive meetings and presentations
Performs other duties as assigned.
Arranges for back-up coverage during absences.
BA/BS in a relevant field or two (2) years minimum experience in a professional environment, with the ability to prioritize, maintain attention to detail, and a high degree of accuracy.
Demonstrated experience using personal computers and a wide variety of software for presentations, written communication, data processing, and electronic communication.
Outstanding verbal and written communication skills.
Excellent interpersonal skills and the ability to interact in a positive and effective manner using a high degree of tact, diplomacy and discretion, with an emphasis on flexibility and professionalism.
Strong organizational and time management skills with the ability to prioritize and balance numerous/complex tasks and to adapt to changing priorities.
Proven ability to work with a high level of independence and motivation.
Ability to maintain high levels of confidentiality and sensitivity.
How to Apply:
Interested candidates should send their resume and a cover letter enclosed within a single attachment to be considered. Apply here.
In 2016, LJI was ranked as one of the best places to work in San Diego by the San Diego Business Journal. LJI is located in the Science Research Park on the campus of UC San Diego, with easy access to the San Diego life sciences community and all that the area has to offer.
LJI provides Equal Employment Opportunity (EEO) to all employees and applicants regardless of race, national origin, religion, sex, marital status, age, mental or physical disability, medical condition, veteran status, sexual orientation, or pregnancy. This applies to all personnel practices, including recruitment, hiring, training, promotion, compensation, benefits, transfers, educational assistance, and social and recreational programs.