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Samuel Merritt University-Administrative Assistant IV

Company: Samuel Merritt University
Location: Oakland
Posted on: May 13, 2022

Job Description:


Job Summary:This position is grant-funded (HRSA) for a term of three years (2022 through 2025).Provide administrative support associated with the HRSA 22-109 grant, and/or any other research projects under the Primary Investigator (PI) (Martinez-Hollingsworth), including: complex projects, programs, and tasks set forth by the PI. The Administrative Assistant is charged with HRSA project execution and maintenance according to established scope, deadlines and objectives. This includes coordinating project efforts, problem solving issues, engaging stakeholders, and managing logistics that effectively deliver solutions to improve the overall performance of the project team. Job Duties and Accountabilities: All items listed below are considered "essential job functions" for ADA purposes

  • Creates and maintains schedules for PI, project team and stakeholders; including team meetings, events, training, and conference travel.
  • Delivers project updates/progress reports and flags potential roadblocks in timely fashion.
  • Manages the effective roll out of projects, follows-up as necessary on roll out issues, and performs review to identify lessons learned and areas for improvement
  • Manages contract processes by liaising with vendors, project stakeholders, and SMU's contracts specialist
  • Manages project budget and creates reports as needed:

    • Responsible for requests for honorariums and payments, i.e., collect and submit required information to process the honorarium
    • Process and verify that all invoices, check requests, honorarium paperwork and payments, payroll adjustments, purchase requisitions, and P-Card expenditures are accurate and posted to the appropriate cost center and account.
    • Supports the creation and dissemination of academic products from writing and editing, through targeted formatting and submission to academic journals, conferences and community groups
    • Works directly with Community-Based Assistants, and Research Assistants to coordinate project activities at clinic sites.


      To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The items below are representative of the knowledge, skills, abilities, education, and experience required or preferred.This position requires the ability to effectively establish and maintain cooperative working relationships within a diverse multicultural environment.1. Knowledge

      • Mastery of advanced office/business skills
      • Knowledge and understanding of university services, operations, policies, and procedures highly preferred
      • Mastery of general computer applications and systems, i.e., Microsoft Office, Adobe, WebEx, Zoom, etc.

        2. Skills

        • Self-starter that takes initiative and independently develops solutions
        • Strong leadership and evaluation skills
        • Skills in analyzing data, preparing reports, and presenting information
        • Excellent interpersonal, communication, and negotiation skills
        • Basic reading, writing, and mathematical skills

          3. Abilities

          • Ability to use good judgment and creative thinking to solve problems
          • Proficiency in creating and executing well organized project plans
          • Capable of balancing multiple interests and developing collaborative solutions
          • Ability to handle privileged information in a confidential manner
          • Ability to organize and prioritize workload
          • Ability to communicate effectively with co-workers, public and student populations

            4. Education

            • BA/BS degree strongly preferred

              5. Years of Experience

              • Minimum of 5 years' experience as a high functioning Administrative/ Project Manager
              • Minimum of 2 years' experience leading projects through the entire project management life cycle
              • Highly developed computer/IT skills

                Working Conditions

                • Typical office environment.
                • Mostly indoor office environment with windows
                • Offices with frequent interruptions

                  Physical EffortThe 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.

                  • Considerable time is spent at a desk using a computer
                  • Use telephone and other electronic equipment used in general university operations
                  • May be required to travel to other buildings on the campus
                  • May be required to attend conference and training sessions within Bay Area or in- or out-of-state locations

                    Direct Reports

                    • May supervise Community Assistant (2) employees, as necessary

                      The University has an institution-wide commitment to diversity, equity and inclusion. We strive to build a welcoming and supportive campus environment, and acknowledge that diversity is an educational imperative to achieve excellence.

Keywords: Samuel Merritt University, Oakland , Samuel Merritt University-Administrative Assistant IV, Administration, Clerical , Oakland, California

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