Job Posting Title:
Administrative Assistant, Genetic Counseling and Genomic Data Analytics Programs
Job Description:
Keck Graduate Institute (KGI) is looking for an energetic, detail-oriented, motivated and proactive Administrative Assistant to join the School of Pharmacy and Health Sciences. The Administrative Assistant for the SPHS Genetic Counseling Program (MSGC) and Genomic Data Analytic Program (MSGDA)will perform a variety of functions to assist the program with academic and administrative support operations.
Education and Experience:
The successful candidate possesses an Associate's degree and a minimum of two years' experience in office administration, or an equivalent combination of education and experience. The ideal candidate must have the ability to proofread and edit written documents; ability to effectively communicate orally; and the ability to plan, organize, prioritize, and execute multiple and continuing assignments with general instructions.
Ability to proofread and edit written documents; ability to effectively communicate orally; ability to plan, organize, prioritize, and execute multiple and continuing assignments with general instructions.
Essential Functions and Responsibilities: Individuals must possess knowledge, skills and abilities to successfully perform the essential functions of the position, or be able to explain or demonstrate how the essential functions may be performed, with or without, reasonable accommodations, using some other combination of skills and abilities.
Responsible for providing support to the Genetic Counseling Program and Genomic Data Analytics Program leadership and faculty; making travel arrangements; scheduling meetings; managing calendars; organizing meeting preparatory materials; and recording and transcribing meeting minutes as required.
Perform data entry as needed, maintain a faculty database and serve as a liaison between faculty and students.
Facilitate interviewing candidate visits; book travel, lodging arrangements, schedule interviews, assist candidate.
Assist with coordinating the onboarding of new faculty members; set up new hire meetings and agenda, prepare office space, order supplies as needed, review important resources and information.
Prepare Doodle polls, scheduling, and conference call setup, print meeting documents, record meeting minutes, and distribute as needed.
Organize and compile accreditation documents, submit documentation to the MSGC accrediting body.
Support Genetic Counseling program committees: MSGC Advisory Board, MSGC Curriculum Committee, MSGC Admissions Committee, and Supervisor Training Committee.
Support Genomic Data Analytics program committees: MSGDA Advisory Board, MSGDA Curriculum Committee, and MSGDA Admissions Committee.
Compile academic course schedule, compose academic calendar, book classroom spaces, and provide classroom support (supplies, coordinate with IT and Facilities to prepare rooms for instruction). Plan and organize student research symposium.
Experiential Education: Prepare site information forms for clinical partners and students, create a database of clinical partner information, compile fieldwork manual, onboarding students, and maintain a student experiential document database.
Facilitate faculty development training for incoming full-time and Adjunct Faculty members.
Organize large-scale events, coordinate logistics with all necessary departments, facilitate and schedule guest speakers, i.e., New Student Orientation and Commencement.
Submit reimbursements, pay invoices, reconcile Wells Fargo transactions and maintain expense records, track department budgets.
Work with external vendors to resolve accounting discrepancies.
Responsible for ordering supplies as needed.
Responsible for periodically sending e-mails on behalf of MSGC and MSGDA faculty.
Assist in the preparation of internal and external reports and presentations as needed.
Special Requirements:
Keck Graduate Institute has implemented a SARS-CoV-2 (COVID-19) and Influenza Vaccination Program covering all employees and students. Employees must submit proof of vaccination, an Institute-approved exception, or deferral to comply with the policy.
Required Knowledge, Skills, and Abilities: Individuals must possess knowledge, skills, and abilities to successfully perform the essential functions of the position, or be able to explain or demonstrate how the essential functions may be performed, with or without, reasonable accommodations, using some other combination of skills and abilities.
Skill in preparing for meetings and organizing and producing complex documentation and presentations with visual aid and graphics.
The incumbent should be able to respond to routine inquiries and exercise discretion in knowing to whom, and how to route incoming inquiries.
Demonstrated advanced proficiency in Microsoft Office Suite (Word, Excel, Powerpoint, Outlook).
Ability to diplomatically handle complex situations involving competing interests and priorities during periods of high volume.
Demonstrated outstanding oral and written communications skills.
Skill at exercising discretion and managing confidential records and information.
Skill in exercising tact and judgment and positive, professional attitude towards management, staff, students, board members and visitors.
Strong attention to detail and accuracy.
Exhibit excellent organizational and time management skills and ability to manage multiple tasks simultaneously.
Skill in managing multiple phone lines and independently responding to phone and e-mail inquiries.
Ability to make travel arrangements, and complete appropriate forms for reimbursement.
Ability to research and resolve office procedural issues.
Ability to read and interpret documents.
Physical and Mental Requirements: Ability to maintain good concentration level while dealing with interruptions; attention to details with emphasis on accuracy; capable of giving, receiving, and analyzing information, formulating work plans, and articulating goals and action plans.
Sitting in a normal seated position for extended periods of time. Standing for extended periods of time. Reaching and extending hand(s) or arm(s) in any direction. Finger dexterity required to manipulate objects with fingers rather than the whole hand(s), or arm(s), for example, using a keyboard. Communication skills using the spoken word. Ability to see within normal parameters. Ability to hear within normal parameters. Ability to bend and stoop, for example, to file. Ability to move about. Ability to lift and carry short distances up to 20 lbs., for example, to lift or move office supplies, files, books, and packages. Ability to drive locally and travel by airplane nationally. Occasionally, will be required to stand for prolonged periods of time at activities/events on and off-campus. The ability to travel locally and nationally. May require overnight stays.
To Apply:
A confidential review of applications, nominations, and expressions of interest will begin immediately and will continue until an appointment is made. To be ensured full consideration, please upload a letter of interest, resume, and three professional references. Minority candidates are strongly encouraged to apply.
Equal Employment Opportunity Policy
Keck Graduate Institute is an equal opportunity employer. It does not discriminate against qualified employees or applicants based on race, color, religion, sex, gender identity, pregnancy, national origin, ancestry, citizenship status, age, marital status, physical disability, mental disability, medical condition, sexual orientation, military or veteran status, genetic information, or any other characteristic protected by applicable state or federal law. Equal employment opportunity will be extended to all persons in all terms and conditions of employment. KGI strongly encourages candidates from underrepresented groups to apply.