DESCRIPTION

The Department of Obstetrics, Gynecology and Reproductive Sciences is comprised of Research, Clinical and Academic missions. This position is responsible for the research component of the division of Reproductive Endocrinology and Infertility. The research portfolio for this division contains 90% of the research dollars that flow to the Department.

Independently perform a full range of administrative and laboratory organizational activities for 7 Principal Investigators in a busy research laboratory setting. Provide administrative support for Training Grants, Center Grants, WRHR grants and graduate courses, handle ordering and tracking shipments, and provide support for personnel in 2 laboratories. Manage spreadsheet development and maintenance, database development and maintenance. Recognize and communicate problems to the group by explaining pertinent issues and identifying and recommending potential solutions. Monitor the arrival of all visiting graduate students, visiting scholar, and postdoctoral scholars.

Order laboratory supplies through Oracle, monitor recharges, standing orders, and reimbursements including but not limited to travel, entertainment, membership dues. Act as Lead Oracle purchasing subject matter expert managing all escalation matters and resolve issues. Schedule and coordinate meetings. Type and edit scientific manuscripts, grant proposals, correspondence, CVs, bibliographies, academic files, hospital privileges, etc. Responsible for monitoring faculty research and clinical calendars proactively. Under direct supervision of staff research associate, the incumbent will maintain inventory and documentation of biospecimens, and assist with the biospecimen transfer.

MINIMUM QUALIFICATIONS

• Demonstrated experience with purchasing practices and procedures including contacting vendors, obtaining and negotiating prices.

• Ability to operate personal computers including word processing, spreadsheets, databases, graphics, and scheduling programs. Experience with Macintosh and Windows format and environment.

• Experience in coordinating travel arrangements including preparing travel vouchers and other procedures.

• Accurate word processing skills with knowledge of proper formats of NIH grants and fellowships, correspondence, bibliographies, manuscripts, etc.

• Demonstrated ability to organize and schedule complex calendars.

• Ability to organize and prioritize workload and meet deadlines. Skill in performing tasks with frequent interruptions.

• Ability to follow and carry out general instructions with little supervision. Ability to function independently and represent the Faculty in administrative matters and meet deadlines.

• Ability to use spreadsheets, slides, figure and table preparation, back-up, scheduling, and database programs, and equipment. Ability to learn new software programs and apply what is learned.

• Patience and perseverance to communicate and work effectively with a variety of personalities in a demanding environment.

• Knowledge of correct English language usage, punctuation, and spelling and the ability to proofread, edit and manage grammar and syntax.

• Demonstrated experience in general bookkeeping, including reconciling ledgers, ability to analyze budgets and monitor expenditures.

• Ability to maintain confidentiality involving personnel and other work related matters.

• Ability to use standard office machines: typewriter, copier, fax, printers, scanners, etc.

• Demonstrated problem solving ability.

• Knowledge of alpha filing systems.

• Ability to answer multi-line phones, take accurate messages, and use professional telephone manners.

• Knowledge of State of California laboratory guidelines/requirements regarding biosafety/universal precautions.

PREFERRED QUALIFICATIONS

• Knowledge of computer networking, troubleshooting, installing programs and configuring sharing setup.

• Working knowledge of scientific/medical terminology.

SPECIAL CONDITIONS

• Employment is subject to a criminal background check.