Administrative Assistant II

Administrative Project Specialist

Los Angeles, CA

6+ Month Contract

Pay : 27 / hr, W 2

Hybrid. In office Mondays, Wednesdays and Fridays. Offsite on Tuesdays and Thursdays. This schedule is not flexible and the departments schedule must be adhered to.

Job Description :

o About the Institute : The Institute for Addiction Science (IAS) is one of the nation’s first university-wide comprehensive transdisciplinary addiction institutes. Founded in 2018, the Institute is unique in its breadth and depth of addiction research and education, which spans basic, clinical, behavioral, social, and population sciences and promotes substantial transdisciplinary collaboration bridging these scientific areas. The Institute brings together 80+ faculty from 10 different colleges and schools across Client to conduct transdisciplinary research, education, and community outreach to improve the lives of those touched by addiction. Through bringing scholars together and providing an infrastructure to support synergy and collaboration, the mission of IAS is to generate innovative and impactful addiction research and education programs that advance the science, prevention, and treatment of addiction.

o The candidate identified would coordinate and support Institute-related operational activities. This person would report to the Chief Programs and Communication Officer (CPCO) and be responsible for supporting the overall operations of the Institute by optimizing the administrative infrastructure and professional environment at IAS. The Project Specialist will work alongside staff members to establish, maintain, and carry out IAS major initiatives and should be adept at project management functions such as planning, implementation, and evaluation, as well as administrative functions such as scheduling, coordination, and maintenance. The candidate will execute project work plans as created by CPCO and revise as appropriate to meet changing needs and requirements. The position will monitor project statuses, assist with data collection, prepare[VW1] documentation, manage timelines, and otherwise help promote IAS activities through professional communication with Client faculty / staff as well as community partners.

The successful candidate will support IAS staff in executing and streamlining daily operational tasks including booking travel, planning events, ordering supplies, processing invoices & reimbursements, submitting scientific manuscripts, copyediting, maintaining a social media and online presence, and fielding phone calls & email correspondence. The position will work closely with the CPCO to build and maintain an activity catalog on program-related IAS member activities such as publications, grant applications / awards, research projects, high-impact projects / programs, community outreach activities, and clinical services. Additionally, they will monitor, track and support strategies and initiatives carried out by the administrative team of the Institute and draft reports and other dissemination materials for the university and community.

o The successful candidate will have experience working in an administrative setting, be an exceptional multi-tasker, have outstanding organizational and interpersonal skills, be self-motivated, have excellent attention to detail, have excellent time management skills, and thrive in a collaborative setting. Previous experience in a university environment is preferred. Excellent verbal and written communication skills are required along with proficiency with Microsoft Office applications. Knowledge of systems such as WordPress (or other web design software), REDCap, Adobe Creative Suite, or Workday are preferred. Experience providing research support with CV / biosketch updates, grant writing, creating / formatting figures and tables, document review, and presentation development is preferred.

o Minimum Qualifications : Bachelor’s degree, Public Health or related field preferred, but not required; 2 years of related professional experience.