Administrative Assistant (ADASA)

About Us:
The Lundquist Institute for Biomedical Innovation at Harbor-UCLA Medical Center is an independent, non-profit biomedical research organization located in Torrance, California. In dozens of laboratories throughout the campus, researchers are working to unravel the mysteries of heart and kidney disease, cardiac complications in newborns, chronic lung disease, skin cancer, sickle cell disease, disorders of the autoimmune system, and much more. Many of these projects are collaborative in nature, involving experts from different areas of specialization. Our discoveries have prevented blindness in newborns, enabled premature infants with fragile lungs to breathe and allowed children with rare, often fatal diseases to grow up healthy and strong.

Responsibilities:

The Assistant supports administrative operations by planning, organizing, and implementing the department’s policies and procedures, along with other job functions to promote the smooth operation of campus research studies.

• Maintain and update office records files and databases.

• Basic bookkeeping tasks, maintaining financial records for projects, process invoices, tracking receipts.

• Set up purchase orders using institute’s procurement software, making sure all appropriate individuals review and approve as necessary using both Procurement Department software and Accounting software.

• Answer and direct phone calls, manage email inquiries and greet visitors professionally.

• Maintain procedure room calendars.  Booking rooms for investigators and their staff.

• Maintain and update staff calendars and schedules.

• Maintain office supplies and manage inventory.

• Schedule training for investigators, their support staff and the department staff.

• Prepare and distribute correspondence, reports and presentations.

• Attend and productively participate in staff meetings and training as needed.

• Provide general administrative support to staff and management.

• Assist with special projects and tasks as assigned.

• Handle confidential information with discretion.

Contacts and Working Relationships Required on the Job:

This position interfaces with investigators and administrative staff, Institute employees, industry sponsors, and clients. Personal contacts made routinely as part of the job include investigators and their staff, Lundquist administrative staff, and agency administrators. These contacts are made while providing information, clarifying institutional and agency policy, following up, etc. Therefore, this individual must possess excellent interpersonal skills.

Correspondence is extensive, both internal and external Lundquist, including correspondence to investigators and their staff, and Lundquist administrative staff. Therefore, this individual must possess strong written and verbal communication skills.

The C. W. Steers Biological Resources Center files contain privileged information of a scientific and personal nature. This information must be handled with extreme caution. High levels of integrity are required, and past demonstrated skills in handling sensitive information is desired.

Responsibility for Confidential Information

Required to keep information confidential.

Qualification Guidelines

Any combination equivalent to, but not limited to, the following:

Minimum Job-Related Experience

• Proven experience as an administrative assistant or similar role.

• Excellent organizational and time-management skills.

• Strong communication and interpersonal abilities.

• Excellent problem-solving skills.

• Good attention to detail.

• Must be proficient in Microsoft Office Suite (Word, Excel, PowerPoint and Outlook)

• Ability to work in a fast-paced environment

• Ability to work independently and as part of a team.

Minimum Education or Training Requirements

• High school diploma.

• AS in Office Administration or Related Field a Plus

License, Certification, Accreditation, or Apprenticeship Requirements

• None

Knowledge/Skills/Abilities

• Must possess the ability to:

--Apply common sense reasoning to systems analyses as well as problem identification and resolution essential to perform the required job duties.

--Interact in an appropriate and professional manner with outside sponsors. Work as a member of a team.

--Work well under pressure and meet multiple and sometimes conflicting deadlines.

--Must possess the analytical ability to review problems and situations and make decisions and recommendations as to their resolution.

--Must demonstrate cooperative behavior and positive-problem solving and conflict-resolution skills.

--Must exhibit a strong command of the English language, both written and spoken.

Physical and/or Mental Requirements

While performing the duties of this job, the employee is required to sit, stand and walk; routinely walk to and from locations up to 1/4 mile; manual dexterity for typing; climb and balance; reach with hands and arms; stoop, kneel, or crouch; and talk or listen.

This description reflects in general terms the type and level of work performed. It is not intended to be all-inclusive, nor portray the specific duties of any one incumbent. Not included are duties and responsibilities common to all supervisory positions including performance review, training, preparation of staff reports, Equal Employment Opportunity (EEO) responsibilities, scheduling, etc. Management reserves the right to change, rescind, add, or delete the duties and responsibility of positions within this job classification at any time.

This description reflects in general terms the type and level of work performed. It is not intended to be all‑inclusive, nor portray the specific duties of anyone incumbent. Management reserves the right to change, rescind, add, or delete the duties and responsibility of positions within this job classification at any time.

Salary : $21 - $26