Administrative Assistant 81488959 (H)

A leading medical institution is seeking an Administrative Assistant. The successful candidate will serve as the face of the Graduate Division to visitors, students, postdocs, faculty, and staff, provide general administrative support to the Graduate Division, and oversee the administration of the Graduate Division office suite. The ideal candidate is proficient in programs including MS Office (PowerPoint, Excel, Word); Outlook calendar interfaces, and online scheduling tools.

Administrative Assistant Pay and Benefits:

• Hourly pay: $26/hr
• Worksite: Leading medical institution (San Francisco, CA 94158)
• W2 Employment, Group Medical, Dental, Vision, Life, PSL
• 40 hours/week, 6 Month Assignment

Administrative Assistant Responsibilities:

• Front Desk Support:
  • Answer, screen, and redirect phone calls that come in.
  • Greet visitors and callers who can include high-level internal officials of the University and students, staff, and faculty, as well as external individuals such as donors and potential donors.
  • Ensure that the policies and procedures for the front desk are defined, updated, and practiced.
  • Handle sensitive student/postdoc matters in a discreet and confidential manner.
  • Provide general administrative support to Graduate Division staff, such as calendaring, reimbursements/expense reports, sending emails, etc.
• Suite support:
  • Responsible for all aspects of office management, including purchasing, monitoring office, and kitchen supply levels, ensuring the general work areas are clean and tidy, submitting maintenance orders, processing purchase orders, and tracking expenditures.
  • Serve as point of contact on all shared office equipment and monitors its use and ensure maintenance is performed and supplies replenished.
• Logistical Support:
  • With supervisory approval, engage in logistical support for SAA/GD initiatives, including events and meetings such as the student food market and the all-staff meeting, retreats, etc.
  • Provide support for the Student Food Market weekly; duties include unloading food truck, setting up the market, checking in students, and helping with student selections.
  • Other responsibilities could include updating the events calendar/website, speaker arrangements, room scheduling, catering orders, registration, publicity, program material production/collection, set up, tear down, volunteer assignments, day-of support, and troubleshooting, as well as staffing student programs and events.
  • Aide in unloading food truck (lifting of 25 lbs) on Thursdays and helping to set up.

Administrative Assistant Qualifications:

• Proficiency in programs including MS Office (PowerPoint, Excel, Word); Outlook calendar interfaces, and online scheduling tools.
• Excellent interpersonal, customer service, and verbal/written communication skills; detail-oriented; effective organizational and time management skills; demonstrated ability to establish priorities, handle multiple projects simultaneously, and work well under the pressure of deadlines.
• Ability to work independently, show initiative and exercise sound professional judgment and confidentiality.