Administrative Assistant II - Apidel Technologies

Description:

Candidates must have flexibility based on Department needs and onsite/remote days are subject to change.
The department is NOT providing a laptop - Candidate MUST provide their personal laptop when working remote and would bring this in for  IT to secure the necessary access.
Purchase Order Information (We will need the PO before the candidate can start on assignment)
Has the PO already been approved Yes
If so, what is the PO or Cost number: PO-00212937
Is your PO grant or gift funded No
Will the PO be tied to multiple resources Yes
Assignment Information
Campus or Medical Enterprise: Campus
Address where the work is being performed 1845 N Soto Street, Suite 201A
Will this position be onsite/remote/hybrid Hybrid. In office Mondays, Wednesdays and Fridays. Offsite on Tuesdays and Thursdays.
Will this worker be working directly with Minors no
Job Title: Administrative Project Specialist
Number of needs: 1
Target start date: ASAP
Duration of Assignment: 6 months with a chance to extend and/or convert to a Full-Time  employee based on performance and cultural fit.
Work hours: 37.5 hour work week, Start: 9:00am End: 5:00pm PST (1/2 hour lunch)
Manager Name:
Timecard Approver: Victoria Williams
Dress code: Victoria Williams (primary), Loba Ojo (proxy
Parking: Parking can cost up to 20.00 per day based on location and is paid at the contingent\'s expense -Monthly parking pass available for purchase reduces the cost to roughly $9/day. If the worker ends prematurely or in the middle of the month, the remaining days are reimbursable by the transportation department.

Job Description:
About the Institute: The Institute for Addiction Science (IAS) is one of the nations first university-wide comprehensive transdisciplinary addiction institutes. Founded in 2018, the Institute is unique in its breadth and depth of addiction research and education, which spans basic, clinical, behavioral, social, and population sciences and promotes substantial transdisciplinary collaboration bridging these scientific areas. The Institute brings together 80%2B faculty from 10 different colleges and schools across  to conduct transdisciplinary research, education, and community outreach to improve the lives of those touched by addiction. Through bringing scholars together and providing an infrastructure to support synergy and collaboration, the mission of IAS is to generate innovative and impactful addiction research and education programs that advance the science, prevention, and treatment of addiction.
The candidate identified would coordinate and support Institute-related operational activities. This person would report to the Chief Programs and Communication Officer (CPCO) and be responsible for supporting the overall operations of the Institute by optimizing the administrative infrastructure and professional environment at IAS. The Project Specialist will work alongside staff members to establish, maintain, and carry out IAS major initiatives and should be adept at project management functions such as planning, implementation, and evaluation, as well as administrative functions such as scheduling, coordination, and maintenance. The candidate will execute project work plans as created by CPCO and revise as appropriate to meet changing needs and requirements. The position will monitor project statuses, assist with data collection, prepare[VW1] documentation, manage timelines, and otherwise help promote IAS activities through professional communication with  faculty/staff as well as community partners. The successful candidate will support IAS staff in executing and streamlining daily operational tasks including booking travel, planning events, ordering supplies, processing invoices & reimbursements, submitting scientific manripts, copyediting, maintaining a social media and online presence, and fielding phone calls & email correspondence. The position will work closely with the CPCO to build and maintain an activity catalog on program-related IAS member activities such as publications, grant applications/awards, research projects, high-impact projects/programs, community outreach activities, and clinical services. Additionally, they will monitor, track and support strategies and initiatives carried out by the administrative team of the Institute and draft reports and other dissemination materials for the university and community.
The successful candidate will have experience working in an administrative setting, be an exceptional multi-tasker, have outstanding organizational and interpersonal skills, be self-motivated, have excellent attention to detail, have excellent time management skills, and thrive in a collaborative setting. Previous experience in a university environment is preferred. Excellent verbal and written communication skills are required along with proficiency with Microsoft Office applications. Knowledge of systems such as WordPress (or other web design software), RED Cap, Adobe Creative Suite, or Workday are preferred. Experience providing research support with CV/bio sketch updates, grant writing, creating/formatting figures and tables, document review, and presentation development is preferred.

Minimum Qualifications: 

Bachelors degree, Public Health or related field preferred, but not required; 2 years of related professional experience.

Campus - Non-Clinical Onboarding (CAN START PENDING CRIMINAL IF DRIVING OR HANDLING CASH IS NOT INVOLVED)
CORE
Background
Social Security Trace
7 year worked and lived found by SSN
County Criminal F&M - 7 year
Federal Criminal - 7 year
Widescreen Plus National Criminal Search
National Sex Offender Registry
Application
Temporary Work Agreement
Harassment & Discrimination Pamphlet
ON CAMPUS
COVID VACCINATION REQUIREMENTS: Not required however strongly recommended. Masks Optional.
Qualified Applicants with arrest or Conviction records will be considered for Employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act