Administrative Specialist – Cancer Center at Sanford Burnham Prebys in San Diego, California

Job Description:

Sanford Burnham Prebys is a preeminent, independent biomedical research institute dedicated to understanding human biology and disease, and advancing scientific discoveries to profoundly impact human health.

Summary:

Under limited direction, the Administrative Specialist is responsible for all functions and duties of the Cancer Center Director's office. In addition, the Administrative Specialist is responsible for managing grants, manuscripts, and other activities associated with the Cancer Center Director's laboratory. The Administrative Specialist is expected to perform all duties with the highest attention to detail and professionalism.

Duties and Responsibilities:

• Provides high-level project management, coordination, and administrative support for the Cancer Center Director in Cancer Center operations, including:
• Oversees daily operations of the Director's office, including liaising with internal and external leadership and administrative departments.
• Schedules meetings and maintains Director's calendar.
• Organizes multi-participant meetings, seminars, and symposia; develops supporting materials such as agendas, records, and minutes.
• Organizes meetings, independently or in conjunction with the Cancer Center's Associate Director of Administration (ADA), for the Cancer Center, including Cancer Center Leadership Team, External Advisory Board, Internal Advisory Board, Community Advisory Board, and the Cancer Center Faculty Retreat.
• Organizes visits of potential recruits and respective logistics associated with their visit.
• Assists with organizing the Cancer Center Seminar series, Open House, and other community events sponsored by the Community Advisory Board.
• Processes the payment of Cancer Center invoices and reimbursements; working closely with the ADA to determine the appropriate funding source.
• Drafts responses and replies to inquiries of both routine and non-routine nature.
• Oversees and manages the SBP Cancer Center mailbox.
• Supports the preparation of progress reports and renewal applications for the Cancer Center Support Grant.
• Coordinates the updates to the Cancer Center's web pages and handles Cancer Center social media sites.
• Manage the administrative needs of the Cancer Center Director's research laboratory: Coordinates all sponsored research for the Director and laboratory personnel, including the completion of grant applications, CSRAs, and progress reports.[TO1]
• Coordinates travel arrangements for laboratory personnel attending scientific conferences and meetings.
• Manages lab budgets and expenditures, and reconciliation of purchase card expenses.
• Coordinates the completion of research compliance documentation, including but not limited to IACUC, IRB, and IBC.
• Coordinates recruitment of laboratory personnel.
• Coordinates annual reviews for laboratory personnel.
• Consults and performs functions associated with manuscripts/publications, including the inclusion of references (endnote), proofreading, formatting and submissions, and maintaining scientific personnel bibliographies in various systems
• Prepares FedEx (or similar vendor) domestic and international shipments.
• Distributes mail and correspondence.

Education and/or Experience:

• Bachelor's degree or higher.
• Five years directly related administrative support experience or equivalent training and/or experience from which comparable knowledge, skills and abilities have been attained.
• Experience with grant management and administration and event project management required.
• Previous experience in an academic or scientific research environment required.
• Proof of full COVID-19 Vaccination.

Other Knowledge, Skills and/or Abilities:

• Knowledge of grant proposal and manuscript preparation processes.
• Familiarity with generally accepted accounting, fiscal, and reporting principles.
• Works independently as well as in a team environment with minimal supervision and under strict deadlines while managing a number of operations in parallel.
• Professional proficiency with Microsoft Office, Adobe Acrobat, and EndNote.
• Ability to learn department-specific computer systems as needed.
• Be responsible and have strong time management skills.
• Ability to analyze and resolve issues of complexity.
• Possess strong attention to detail and organizational skills.
• Advanced knowledge and skill in the management of virtual meetings held via Zoom.
• Demonstrate professional communication (written and verbal) and interpersonal skills.

Supervisory Responsibilities: Compensation:

No

Compensation:
The expected hiring range for this position is $65,000 - $75,000 annually commensurate with relevant experience.

Sanford Burnham Prebys Medical Discovery Institute is an Equal Opportunity employer – M/F/Veteran/Disability – committed to the hiring, advancement and fair treatment of all individuals. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, protected veteran status, or any other protected status as designated by federal, state or local law. For additional information about your rights as an applicant, click HERE.

As part of this commitment, Sanford Burnham Prebys Medical Discovery Institute will ensure that persons with disabilities are provided reasonable accommodations for the hiring process. If a reasonable accommodation is needed, please contact our HR Partners at 858 646 3100 Ext 5127 or via e-mail at accomodations@sbpdiscovery.org.

[TO1]Ze'ev is on CSM, where the admin is not involved, but I believe his hope is to be non-CSM. I believe its okay to leave this in there, should he move off of CSM.

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