ADMINISTRATIVE ASSISTANT

CA INSTITUTE ON LAW, NEUROSCIENCE, AND EDUCATION

CLASSIFICATION: Level 1 / Class Code 1615 / Non-Exempt / Full-Time / Benefited / Contract

ANTICIPATED HIRING SALARY RANGE: $23.00 - $27.00 / HOUR

THE ROLE AND RESPONSIBILITIES

The Administrative Assistant assists the Executive Director in all aspects of the day-to-day operations of the California Institute on Neuroscience, Education and Law.

The successful candidate will be a warm, friendly, and people-oriented self-starter with excellent communication and interpersonal skills; have a desire to learn; and be able to prioritize assignments and produce output effectively and efficiently. The position requires being comfortable working in a fast-paced environment--both independently and as part of a team--and have the organizational skills and judgment necessary to anticipate and initiate tasks across programs, establish priorities and meet multiple deadlines while managing communications and maintaining schedules. The Administrative Assistant is supervised by the Executive Director and is expected to work collaboratively and effectively with all affiliated faculty, research teams, and partner organizations.

Typical duties and responsibilities consist of, but are not limited to, the following:

PROJECT, BUDGET, AND CONTRACT MANAGEMENT

Provide assistance to the Executive Director, including:

• Maintaining understanding of UC Law budget and contracting processes
• Tracking and managing Executive Office budgets including office expenditure, project expenses, travel and events
• Managing and tracking contracts with vendors in coordination with Purchasing, Legal Counsel, and other departments

COMMUNICATIONS

• Managing Institute events: Responsible for all event logistics, including room reservations, catering, facilities and media services, security, clean up, publicity, event materials and follow ups with key stakeholders
• Assisting the Executive Director with outreach and communications activities, including communications strategy, coordination across organizations, drafting and distributing, correspondences and program materials using Sharknet, Canvas, MailChimp, Microsoft, Outlook, Institute website and social media.

ORGANIZATION

• Managing Institute calendars and meeting support
• Creating and implementing intuitive, user-friendly databases and organizing and maintaining, online records and databases, primarily using Box
• Assisting Executive Director with hiring and onboarding staff; follow UC Law HR protocols, complete forms, and assist with recruitment.

RESEARCH & FUNDING

• Support research efforts related to Institute projects and prospective research
• Assist and participate in developing documentation for funding from external foundations
• Assist the Executive Director in the creation and maintenance of a research and funding contacts database
• Support the Executive Director in maintaining meeting schedules with research partners, stakeholders, community organizations, family organizations and advocates.

REQUIREMENTS

EDUCATION AND EXPERIENE 

• Associates or Bachelor's degree in a related field
• Demonstrated skills and experience with administrative tasks, preferably in an academic, nonprofit, or policy environment
• Experience with budgets and contract management
• Experience with databases

KNOWLEDGE, SKILLS & ABILITIES

• Excellent verbal and writing skills, with high attention to detail and accuracy; able to tailor communications to a wide range of audiences
• Excellent interpersonal communication skills, professionalism, and collaborative spirit, including the ability to communicate with stakeholders positively and sensitively
• Exceptional administrative and organizational skills, with the ability to manage several projects simultaneously with deadlines
• Proven ability to work effectively both independently and as a team player
• Ability to be proactive, creative, and results-oriented
• Previous experience working with underserved and underrepresented populations
• Ability to execute physical activities required to perform essential job functions, including, but not limited to, regularly sitting, or standing at desk and using a keyboard, regularly reading both print and digital material.
• Proficiency with Microsoft Office Suite and Google Suite.
• Familiarity with or willingness to learn social media and tools such as Box, Doodle Polls, Web Advisor, and WordPress.

BENEFITS

HEALTH AND WELFARE BENEFITS

• Comprehensive medical, dental and vision insurance coverage
• Flexible Spending Accounts for transportation-related, healthcare and dependent care expenses
• Employee Assistance Program

FOR YOUR FINANCIAL FUTURE

• Life Insurance, Disability Insurance, and Legal Insurance
• University of California Retirement Plan (a defined benefit plan)
• Deferred Compensation Plans/Pre-tax Retirement Savings Programs

FOR YOUR WORK/LIFE BALANCE

• Fifteen paid holidays per year
• Generous vacation and sick leave
• Commuter Benefits Program

THE HIRING PROCESS

THIS POSITION HAS BEEN DESIGNATED AS “SENSITIVE” AND REQUIRES A PRE-EMPLOYMENT BACKGROUND CHECK.

Federal law requires employers to provide reasonable accommodation to qualified individuals with disabilities. Please contact Human Resources if you require a reasonable accommodation to apply for a job. Examples of reasonable accommodation include making a change to the application process, providing documents in an alternate format, using a sign language interpreter, or using specialized equipment. WHAT TO EXPECT

Applicants who meet the position requirements will be competitively evaluated to identify the individuals whose breadth and depth of experience and education most closely relate to the stated requirements and the needs of the College. Depending on the quality and number of the applications received, only the better qualified applicants may be contacted for an interview. THE POSITION IS OPEN UNTIL FILLED. The skills listed above are comprehensive, and we understand there are great candidates who possess only a subset of those skills, or who have other important skills. If you match some of these skills, please do not hesitate to apply._ UC Law SF is an equal opportunity employer. UC Law SF strives to provide a diverse and inclusive educational environment that fosters cultural awareness, mutual understanding and respect. UC Law SF is interested in candidates who will contribute to diversity and equal opportunity in higher education through their teaching. Qualified women and members of underrepresented minority groups are strongly encouraged to apply._