Office Administrator

DEPARTMENT: Clinical Operations
EMPLOYMENT TYPE: Temporary
LOCATION: San Diego, CA
REPORTS TO: Vice President, Clinical Operations

SUMMARY OF RESPONSIBILITIES:

Experienced in handling a wide range of administrative and executive support related tasks and able to work independently with little or no supervision. Well organized, flexible and enjoy the administrative challenges of supporting a cross-functional team.

RESPONSIBILITIES: 

  • Provides administrative support to ensure efficient operation of the Department(s). 
  • Answers phone calls, schedules meetings and supports Department’s customers at site. 
  • Carries out administrative duties such as filing, typing, copying, binding, scanning etc. 
  • Completes operational requirements by scheduling and assigning administrative projects and expediting work results. 
  • Makes travel arrangements for Managers and Directors staff such as booking flights, cars, and hotel or restaurant reservations; supports associates and interns as needed. 
  • Exhibits polite and professional communication via phone, e-mail, and face to face. 
  • Supports team by performing tasks related to organization and strong communication. 
  • Collaborates with other Administrative Staff at sites and other company locations to share information, lessons learned, and improve processes. 
  • Ensures operation of equipment by managing preventive maintenance requirements, calling for repairs, conducting inventories and evaluating new equipment and technologies to support work. 
  • Provides information by answering questions and requests in a timely manner with quality. 
  • Maintains supplies inventory by checking stock to determine inventory level, anticipating needed supplies, placing and expediting orders for supplies. 
  • Contributes to team effort by accomplishing related results as needed. 
  • Back-up and partner with Office Manager as needed. 

QUALIFICATIONS: 

  • Reporting Skills 
  • Administrative Writing Skills 
  • Gathering Information 
  • Collaboration 
  • Professionalism 
  • Supply Management 
  • Inventory Control  
  • Must have excellent organizational skills 
  • Must be able to communicate effectively on the phone, over email, and in person with varying hierarchies 
  • Must be proficient in Microsoft Office Suite 
  • Ability to communicate, perform, and react well under pressure or ambiguity 
  • Managing processes and initiative for optimizing processes to make them more efficient 
  • Ability to anticipate and respond to the needs of others before they arise 
  • Superb attention to detail, problem solving, well-organized, with a strong ability to execute

EDUCATIONAL AND EXPERIENCE REQUIREMENTS: 

  • High school diploma or Associate degree 
  • A minimum of six years of administrative experience is required 
  • Knowledge of appropriate software including Microsoft Word, Excel, and Outlook, Microsoft PowerPoint and Adobe Acrobat

TRAVEL REQUIREMENTS: 

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Accepted formats: PDF, Word Doc