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Administrative Assistant

Location:San Diego, CA
Exempt/Non-Exempt:Non-Exempt
Employment Type:Full Time
Department:Clinical
Description:The Administrative Assistant will be responsible for providing general administrative support functions for the San Diego office and Clinical Analytics Research and Editorial (CARE) department.

ESSENTIAL FUNCTIONS AND KEY POSITION ACCOUNTABILITIES:
• Provide administrative support for the San Diego office, including but not limited to visitor and vendor interaction, office personnel support, shared office space maintenance, inventory and supply ordering, document production, file maintenance, and lunch, holiday party, and meeting planning and coordination.
• Provide administrative support for the Editor-in-Chief
• Provide administrative support for the CARE department, including remote employees and contractors.
• Support various company systems, such as Salesforce and Sharepoint, including but not limited to document library maintenance, data entry, and report generation.
• Manage CARE department, Editor-in-Chief, and conference room calendars, including scheduling appointments, meetings, conference calls, and webinars.
• Manage agenda and minutes for department meetings, including but not limited monthly editorial meetings and CARE group managers’ meetings.
• Assist with travel needs and independently coordinate travel arrangements.
• Maintain an organized system of tracking, monitoring, and prioritizing tasks and initiatives.
• Support communication processes to ensure timely responses to inquiries, including acting as liaison between department members and internal partners, answering questions, and routing requests.
• Perform advanced word processing and desktop publishing, including complex presentations, reports, spreadsheets, and graphs.
• Transcribe and handle information of a highly technical, proprietary, confidential, and/or sensitive nature.
• Actively promote and ensure clear communication within the department and facilitate inter-departmental communication.
• Manage and coordinate multiple tasks and activities to ensure high-quality end results within given timeframe.
• Provide project support and perform other related duties as required and/or assigned.

MINIMUM QUALIFICATIONS:
• Strong proficiency in Microsoft Office suite of products and other software: Word, Excel, PowerPoint, Outlook, Adobe, Visio, and the Internet
• Excellent written and oral communication skills, including English grammar, spelling, and punctuation
• Ability to interface effectively within all levels of the organization
• Ability to use judgment, tact, and diplomacy in dealing with internal and external customers
• Ability to take the initiative and to work independently
• Exceptional organizational skills and attention to detail
• Ability to read difficult instructions and to maintain written records
• Flexibility and adaptability when working in a fast changing environment
• Ability to prioritize, to meet deadlines, and to work gracefully under pressure
• Ability to work on a number of small projects simultaneously while delivering high quality work product
• Two years of related specialized administrative experience
• Some college or Associate’s Degree required; Bachelor’s Degree preferred

We offer an extremely competitive salary with exceptional benefits which include: Complete medical/dental/vision; Bonus; 401K with match PLUS fully funded retirement contribution by employer; education/training 100% funded; career growth and advancement, challenging and rewarding work in the healthcare industry, free parking and much more!

EQUAL OPPORTUNITY EMPLOYER




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