Department Administrative Support - 133079

Under general supervision, the incumbent will independently provide high level administrative and programmatic support to the Shu Chien-Gene Lay Department of Bioengineering. Assist with the Bioinformatics and Systems Biology Ph.D. Program/Training Program. Assist with the administrative part of training grants; collect data for the submission and resubmission. The incumbent will be responsible for implementing student events and outreach programs, developing and analyzing budgets, providing support for active training grants, and ensuring grant compliance with regulatory requirements. Additionally, the role will assisting with SAP Concur reimbursement and other fiscal tasks.

Within the scope of the position classification, perform other miscellaneous duties and assist on special projects as assigned by the MSO.

• Demonstrated ability to use MS Word or similar word processing software. Intermediate to advanced level skills in Excel or similar spreadsheet software. Experience with web-based applications, database entry, email, and calendaring systems. Experience with file sharing. Proficient in use of video platforms (such as Zoom) to conduct and participate in discussions and meetings. Ability to self-teach.

• Experience in administrative and programmatic support roles.

• Proficiency in data management and reporting.

• Familiarity with grant management and compliance.

• Experience processing financial and purchasing transactions.

• Demonstrated experience in contract and grant development, reporting, and submission (including federal grants). Experience with NIH and other grant organizations, procedures, guidelines and regulations.

• Strong organizational and communication skills.

• Experience working with diverse populations including students, faculty, staff, campus administrators and the public. Skill to listen and advise diverse personalities using independent and mature judgment. Superior communication skills to effectively and professionally communicate one-on-one or in group settings, taking into account differences in social, cultural, professional, and educational backgrounds.

• Excellent customer service skills, with a demonstrated sensitivity to student's needs and concerns; ability to deal with difficult and unpleasant situations without losing composure. Demonstrated experience in conflict resolution, strong leadership, organization, planning, and management practice skills as well as strong negotiation and decision-making skills.

• Knowledge of University-specific computer application programs and pertinent databases. Skills, knowledge and ability with operating systems and a variety of software (proprietary and commercial) and web-based programs, willingness to update and increase skills as needed to meet the goals of the school. Experience in use of various applications and databases. Skill to organize records and accurately extract data from a variety of sources including computerized databases to provide statistical reports/logs.

• Skills in service orientation, organization, active listening, and critical thinking. Ability to utilize independent decision-making skills. Demonstrated effective problem-solving skills. Ability to identify, research and analyze complex situations, recommend solutions and determine actions to be undertaken to effect resolutions. Demonstrated ability to follow detailed oral and written instructions with minimal supervision.

• Strong, demonstrated ability to independently perform a variety of accurate financial calculations using basic arithmetic functions including addition, subtraction, multiplication, division, percentages, ratios, etc. Ability to analyze financial data.

• Ability to work accurately and efficiently in a fast-paced environment.

• Strong customer service skills and ability to communicate effectively with faculty and staff.

• Excellent attention to detail and organizational skills.

• Strong skills in composing documents and correspondence in English using correct grammar, spelling, and punctuation. Good and accurate typing skills, including proofreading ability.

• Knowledge of Federal, State, and private agency rules, regulations, and guidelines, to ensure strict compliance with auditing and reporting requirements and the ability to translate them into daily departmental practices.

• Work in a fast-paced office environment with frequent deadlines and multiple priorities.

• May require occasional overtime or flexible work arrangements to meet deadlines.

• Job offer contingent upon successful completion of a background check.

If employed by the University of California, you will be required to comply with our Policy on Vaccination Programs, which may be amended or revised from time to time. Federal, state, or local public health directives may impose additional requirements.

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