Administrative Assistant Job at Charles R. Drew University of Med & Sc in Los An

Mission Driven, Community Focused About | Charles R. Drew University of Medicine and Science (cdrewu.edu)

Charles R. Drew University is located in the Watts-Willowbrook area of south Los Angeles and was founded in 1966 in the wake of the Watts uprising. CDU was founded to address inadequate medical care in the region and to provide equitable medical education opportunities for underrepresented students.

CDU is strongly invested in the local and regional community. The university leads multiple partnerships and programs to provide equitable healthcare resources in a variety of south Los Angeles neighborhoods.

Job Summary:

The Administrative xx is responsible for providing comprehensive administrative support to Principal Investigators involved in UCLA-CDU CFAR activities and research projects. This role involves managing daily operations, financial activities, human resources coordination, and student engagement, ensuring that all project goals and objectives are met. The Administrative xx also assists with grant proposal development, submission, and research dissemination, while serving as a key point of contact for internal and external stakeholders. This position requires a professional who can prioritize tasks effectively, work collaboratively in a team-oriented environment, and facilitate smooth project execution through effective communication and organizational skills.

• Provide administrative support to Principal Investigators and research staff, including meeting and event planning, communication with university departments, and external organizations.
• Monitor grant funds and ensure compliance with CDU fiscal policies, coordinating with the CDU Office of Sponsored Programs for new funding requirements.
• Handle purchasing and payment processing, including reimbursements, travel requests, and contractor payments.
• Coordinate administrative tasks such as timecard submission for payroll and paperwork completion.
• Oversee student volunteer and internship placements, ensuring all necessary paperwork is completed.
• Assist with the development and submission of grant proposals and reports, ensuring compliance with funding and university requirements.
• Support research dissemination efforts, including manuscript and abstract submissions, and maintain an electronic reference library.

Other Duties and Responsibilities:

• Serve as a point of contact for individuals and organizations seeking information or assistance with projects and activities.
• Maintain organization and documentation of all project-related activities.
• Performs other duties as assigned.

Qualifications/Requirements:

EDUCATION:

• Bachelor’s degree in a related field required.

EXPERIENCE:

• Minimum of five years of office or program management experience required.
• Experience with grant proposal submission processes and managing research grants preferred.

KNOWLEDGE/ABILITY/SKILLS:

• Proficiency in Microsoft Office, including Word, PowerPoint, Excel, and Teams.
• Strong written, oral, and interpersonal communication skills.
• Ability to manage time effectively, prioritize tasks, and handle multiple responsibilities concurrently.
• Ability to work well in team settings and communicate with diverse groups.
• Knowledge of grant management and reporting requirements for federal agencies preferred.
• Understanding community-based research principles and strategies is an advantage.

COMPLEXITY:

• The ability to perform highly detailed work with sustained attention and care while providing/obtaining information on numerous inquiries is paramount to success in this position.

PHYSICAL DEMANDS:

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Occasional stooping. Frequent standing. Constant walking, sitting, climbing, reaching high/low levels, finger movement, feeling, speaking clearly, hearing conversationally, and seeing far and near.

WORK ENVIRONMENT:

• The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Occasionally required to work in confined space.
• The position is located onsite.

MENTAL DEMANDS:

• The mental demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Frequent work on a variety of unrelated tasks. Constant calculating interrupted work, work on a variety of interrelated tasks, and use of sustained concentration, reasoning, judgment, resourcefulness, analytical ability, and ingenuity.

Special Requirements:

• As a health professions institution of higher education, Charles R. Drew University of Medicine and Science seeks to protect the health and safety of the University community. As a condition of enrollment and employment, students, faculty, and staff must comply with the current CDU COVID-19 requirements as described on the CDU COVID-19 webpage. Please visit the CDU Return to Campus website https://www.cdrewu.edu/covid-policy/ or email the Campus Nursing Office at nurseofficer@cdrewu.edu.
• Ability to work effectively with a diverse community, including persons of color and sexual minorities.

Compensation:

• $28.84 hourly

Position Status:

• Part Time

Work Location:

• On-site

Conditional Statement: The employment status of this position is classified as “Conditional”. Conditional employment means that the job exists contingent upon funding limitations of restricted funds or, the duration of a specific program, project, grant or contract. The duration of grant for this position is through June 30, 2025.

EEO Statement: Charles R. Drew University is committed to Equal Employment Opportunity. Applicants will be considered without regard to gender, race, age, color, religion, national origin, sexual orientation, genetic information, marital status, disability or covered veteran status.

Fair Chance Statement: Charles R. Drew University of Medicine and Science will consider qualified applicants, including those with criminal histories, in a manner consistent with state and local “Fair Chance” laws.