UCSD Layoff from Career Appointment: Apply by 06/26/19 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 07/05/19. Eligible Special Selection clients should contact their Disability Counselor for assistance.

DESCRIPTION

The Moores Cancer Center is one of just 49 in the United States to hold a National Cancer Institute (NCI) designation as a Comprehensive Cancer Center. As such, it ranks among the top centers in the nation conducting basic and clinical cancer research, providing advanced patient care and serving the community through outreach and education programs.

The Cancer Center's mission is to translate promising scientific discoveries into new and better options for the care of patients with cancer. The Center supports one of the broadest ranges of cancer activities in the nation – from fundamental and translational cancer research in molecular genetics and advanced molecular therapeutics, and from population studies of cancer incidence to community education about cancer prevention and risk reduction.

The incumbent will provide executive-level administrative support to the Deputy Director of Research at the Moores UCSD Cancer Center and the Division of Hematology/Oncology, and associated research laboratory personnel involving patient care, grants and research. Serve as liaison between Principal Investigators, Co-Investigators, Collaborators and Contracts and Grants Administration regarding procedures and submission requirements of grant proposals, establish and maintain files on awards, compile and draft budget information for grant proposals.

Responsible for a wide range of administrative and financial support to include processing medical, scientific and non-scientific materials, various correspondence, book chapters, manuscripts, manuscript reviews, abstracts. Maintain and keep current electronic and hard-copy versions of curricula vitae, biosketches and information for academic review for faculty/academic researchers in coordination with Cancer Center HR. Responsible for submitting, receiving and tracking, biological samples for laboratory personnel for research purposes.

Duties will include maintaining a very complex and busy calendar for the Deputy Director maximizing the use of his time. Coordinate all aspects of foreign and domestic travel, including: reservations, confirmations, conference organizers, and reimbursements, as well as appropriate UCSD travel office to make travel arrangements for PI and members of the Research Unit. Order supplies and equipment for both research lab and general office. Lead all communications for the Blood Cancer Research Program, and prepare monthly newsletter. Act as office lead for the Donor Stewardship Program, and solicit donations from external sources.

MINIMUM QUALIFICATIONS

• Demonstrated experience providing Executive Assistant level administrative and clinical coordination support in a healthcare setting.

• Strong experience managing calendars. Experience to coordinate meetings and transcribe meeting minutes when necessary. Experience with travel arrangements and reimbursement. Experience with purchase orders, budget transfers, and disbursement processes and procedures.

• Knowledge of NIH and other grant organizations, procedures, guidelines and regulations, including researching potential funding sources. Knowledge of basic accounting principles and how they relate to the budgeting process. Experience with accounts receivable and payable.

• Demonstrated experience in contract and grant proposal formats, preparation, submission and administration, as well as federal, state and private granting agency regulations.

• Familiarity with animal and human subjects guidelines and requirements and with research protocols. Familiarity with laboratory safety regulations including radiation and biohazard programs.

• Excellent written skills and knowledge of English language, including grammar, spelling, and punctuation usage, to compose, edit, and finalize correspondence. Familiarity with specialized medical and scientific terminology. Experience writing and editing brochures, newsletters, correspondence, and other marketing materials.

• Thorough interpersonal and oral communication skills. Skill to communicate clearly, effectively, tactfully, and patiently in person, on telephone and written to diverse group of people in the academic and business communities. Ability to present a positive impression in person, on telephone and through written correspondence

• Fast, accurate typing skills, including knowledge of correct English grammar, spelling, punctuation, and usage. General knowledge of proper formats for common documents encountered in an academic setting. Ability to proofread own and others' work, and write clear, accurate correspondence, meeting minutes, and reports.

• Must be comfortable in a Mac computer environment. Ability to navigate and utilize email systems and the Internet. Knowledge of MS Word, Excel, Power Point, Access, Endnote, and Adobe Photoshop. Experience in developing and maintaining various spreadsheets and databases. Experience in designing graphs, tables, charts, and other scientific data.

• Experience in planning events and coordinating large meetings and/or conferences. Knowledge of campus locations, hotel and other meeting sites in the San Diego area. Ability to investigate and evaluate facilities for potential use as meeting sites.

• Proven knowledge of fundraising strategies and public relations practices for effective community outreach including a demonstrated ability to locate important community outreach opportunities and activities.

• Experience managing the logistics of gift processing including responding to information requests and inquiries, billing, mailing, acknowledgement, fulfillment and recording of renewals, and installment payments.

• Demonstrated understanding of basic accounting principles. Strong math skills to calculate travel, purchase orders, etc. as well as manage and coordinate donor gifts.

• Ability to work independently, accurately with attention to detail. Excellent analytical skills. Proven ability to develop, analyze, and carry out program and project objectives and work with others in achieving research unit goals.

PREFERRED QUALIFICATIONS

• College Degree or equivalent work experience.
• Experience with the proper preparation of UCSD accounting/disbursement forms.
• Experience with University procedures and protocols, including IFIS ordering procedures.
• Knowledge of UC policy and procedure regarding travel, entertainment expense reimbursements.
• Experience with and knowledge of UCSD procedures and protocols including Contracts and Grants Administration, Animal Subjects Office, Human Subjects Office, Mail Services, Biomedical Library, Academic Computing Services, Office of Learning Resources, etc.

SPECIAL CONDITIONS

• Employment is subject to a criminal background check.
• Must be willing and able to work in a laboratory environment with animal subjects and biohazardous materials.
• Must be willing and able to work overtime as necessary.