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Administrative Assistant II

Company: USC Alzheimer's Therapeutic Research Institute
Location: Oceanside
Posted on: March 20, 2020

Job Description:

Administrative Assistant IIThe USC Keck School of Medicine - Alzheimer Therapeutic Research Institute (ATRI), located in San Diego, California is an academic institute committed to advancing the development of new treatments for Alzheimers Disease (AD) through the design and conduct of innovative clinical trials.The ATRI is looking for a dependable and detail-oriented Administrative Assistant to support the ACTC Program Administrator. The position will be part of a team that is highly focused on communication and engagement with external collaborators. Responsibilities include, but are not limited to:

  • Organizes and expedites flow of work through ACTC Program Administrators team. Initiates follow-up action.
  • Serves as resource to others on ACTC procedures or in the resolution issues. Interacts with external collaborators to facilitate communications and information exchange.
  • Composes and produces a variety of business correspondence, assists with reports, handles confidential documents and/or forms, and related materials.
  • Reviews ACTC documents, ensures policies are stored as appropriate, collects signatures on final documents, archives replaced versions, and collects annual confidentiality agreement from all ACTC Members.
  • Ensures confidentiality and controls access to sensitive information.
  • Schedules and coordinates meetings of ACTC leadership and committees. Tasks include polling attendees, setting up invitations, distributing reminders, running Zoom meetings, taking minutes, distributing minutes for review and approval, and sending action item follow-ups as needed.
  • Responsible for assisting in the management of in-person ACTC Meetings.
  • Books travel for Advisors, prepares detailed and accurate travel itineraries, and acts as the point of contact for reimbursement requests.
  • Coordinates department functions, as assigned, such as special events, conferences, seminars, etc. Arranges with vendors for sites, facilities, catering, guest accommodations, etc.
  • Coordinates production and/or distribution of promotional materials.
  • Maintains ACTC Roster, which includes the contact information for all ACTC Members, as well as their roles within each Unit, Committee, and Site. Enters and/or verifies database transactions. Independently reviews and identifies where roles are missing and follows up with relevant person to resolve issues.
  • Requests new ACTC Member SSO accounts, provides user support like navigation reminders, password reset requests, and requests removal of inactivate members.
  • Maintains and modifies content component of the ACTC website. Gathers feedback for web site improvement and enhancement. Tests, maintains and ensures functionality of links. Monitors website for consistency, cross-referencing and compliance with university standards for web site content and development.
  • Performs other related duties as assigned.
  • The university reserves the right to add or change duties at any time.Location: San Diego, CASalary is dependent on experience and education.
    Minimum Education: Bachelor's degree, Combined experience/education as substitute for minimum education Minimum Experience: 3 years Minimum Field of Expertise: Secretarial or specialized clerical and administrative experience

Keywords: USC Alzheimer's Therapeutic Research Institute, Oceanside , Administrative Assistant II, Administration, Clerical , Oceanside, California

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