Administrative Assistant

Position Overview

The Administrative Assistant provides direct administrative support to several faculty members in the Center of Colorectal Surgery Academic Office, Division of Surgical Oncology. The role involves coordinating academic activities, managing scheduling, maintaining filing systems, processing reimbursements and purchase orders, and supporting travel and meeting arrangements.

• Maintain academic calendars for assigned surgeons and faculty.
• Type, edit, and format handwritten and dictated documents in Microsoft Word.
• Organize and maintain an academic filing system for manuscripts, correspondence, professional organization memberships, medical licensure, and CME credits.
• Prioritize and respond to mail, fax, and correspondence; arrange for meetings rooms and refreshments.
• Screen and record phone messages and take accurate information.
• Enter reimbursement requests in MyExpense for membership dues, travel, registration, and other expense items.
• Create and submit purchase orders through Bear Buy for office supplies, catering, and other items.
• Obtain necessary approvals for purchases and payments within the Division.
• Confirm delivery of orders and troubleshoot vendor issues as needed.
• Monthly review of general ledgers and reconciliation of computer, data, phone, and pager expenses using MyReports and the ITS recharge system; submit IT tickets for discrepancies.
• Coordinate schedules for six faculty members, track holiday and weekend coverage, and distribute finalized call schedules via AmIon.
• Arrange travel for faculty, including preparation and submission of travel requests, itineraries, conference paperwork, and coordination of clinical coverage during leave.
• Reserve rooms, arrange catering, and coordinate logistics for on‑site and off‑site meetings and conferences.
• Perform other central divisional tasks as assigned by the Operations Manager.

• High school graduation (or GED).
• Four (4) years of related administrative experience, or equivalent combination of education and experience.
• Experience in calendaring and scheduling for multiple faculty using Microsoft Outlook.
• Experience preparing and maintaining graphic presentations in PowerPoint.
• Demonstrated experience preparing and processing financial documents, including purchase orders, reimbursements, travel requests, and reconciling invoices.
• Ability to maintain tracking systems for reimbursements and purchases.
• Demonstrated experience drafting, editing, and proofreading correspondence.
• Excellent organizational, prioritizing, and detail orientation skills.
• Ability to manage multiple tasks simultaneously, meet competing deadlines, and be resourceful.
• Ability to follow through with verbal and written protocols and directions.
• Professionalism in working with individuals at all levels; demonstrates confidentiality, discretion, and flexibility with diverse personalities.
• Reliable attendance record.

• BA/BS degree.
• Experience coordinating and preparing research grant applications and renewals (NIH, intramural and extramural agencies).
• Experience monitoring post‑award contract and grant activity.
• Knowledge of UC policies and procedures.

The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected status under state or federal law.