Administrative Assistant

Gladstone Institutes•San Francisco, CA

9d•Onsite

About The Position

The Gladstone Institute of Cardiovascular Disease is seeking a dynamic Administrative Assistant to join our support team. This is an onsite, part-time position with room for growth. Incumbents in this classification perform administrative support activities for an assigned lab, core, institute, or department. Work is performed under periodic supervision. Receives general instructions on routine work and clear instructions on new assignments. Work is guided by generally accepted standards and practices. Uses discretion in prioritizing and organizing workflow. Problems encountered are routine, somewhat repetitive and generally solved by following clear directions and procedure.

Requirements

Thorough knowledge of general concepts, practices and procedures of administrative support.
Thorough knowledge of personal computer operations and common office software including word processing, spreadsheet, bibliography, presentation graphics, email and other related applications.
Thorough knowledge of principles of record keeping.
Thorough knowledge of English usage, spelling, grammar and punctuation.
Thorough knowledge of methods and procedures of data entry.
Skill in using a computer and applicable software programs.
Skill in maintaining databases.
Skill in performing routine mathematical calculations.
Skill in providing customer service.
Skill in preparing routine, standardized reports.
Skill in maintaining secure records.
Skill in coordinating meeting and/or event logistics.
Skill in maintaining schedules.
Skill in prioritizing activities.
Ability to understand and follow oral and written instructions.
Ability to maintain organization and attend to details.
Ability to handle confidential material with discretion.
Ability to communicate effectively, both verbally and in writing.
Advanced interpersonal skills in order to work with personnel at various levels of the organization.
Proficient in giving and receiving feedback.
Actively listens to fully understand the viewpoint of others.
Demonstrates an understanding of others’ perspectives or concerns.
Ability to represent one’s supervisor in a professional manner is critical.

Responsibilities

Maintain supervisor’s calendars.
Schedule meetings, including pro-actively resolving schedule conflicts.
Reserve meeting facilities and arrange set-up requirements, AV, refreshments, and transportation, as needed.
Coordinate travel arrangements and prepare detailed itineraries.
Maintain accurate travel records, including detailed profiles of supervisor’s travel preferences and frequent traveler accounts.
Process and track reimbursement requests.
Word process, format, organize, proofread and correct correspondence, manuscripts, bibliographies, grants, fellowship applications and other documents.
Accurately read and follow grant and fellowship application procedures and formatting requirements.
Function as internal liaison with other administrative departments and/or as external liaison with other universities, research institutes and government funding agencies.
Coordinate seminars and special events, including visitor’s travel arrangements and agenda, catering, venue reservations, etc.
Maintain accurate, secure records and efficient filing system for easy access to key information.
Open and sort mail, screen incoming calls, answer routine inquiries, schedule follow-up calls.
Performs a variety of accounts payable activities, including: preparing vendor check requests, purchase orders, travel expense reimbursements, and monthly expense reports.