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Compensation Range: Annual Salary: $24.86 - $32.32 Position Summary Candidate must reside in San Diego, CA With general supervision, provides administrative and operational support to various departments and their leadership, staff, and internal stakeholders. This role is responsible for a range of administrative activities that require knowledge of departmental processes and procedures, strong organizational skills, and attention to detail as the incumbent will routinely handle confidential, sensitive, and legally privileged information. Responsibilities include coordinating schedules and meetings, preparing and maintaining administrative documents, supporting routine reporting and data tracking, and responding to general inquiries. The Administrative Assistant helps ensure efficient day-to-day operations by managing workflow, prioritizing tasks, and supporting team needs in a timely and professional manner. Essential Functions: Provides administrative and operational support across multiple teams in a shared services capacity. Supports invoicing and payment processing, including submitting invoices to Accounts Payable and tracking status as needed. Assists with contract processing, including routing documents for review and signature; does not draft contracts or provide legal review. Provides calendar and scheduling support for AVPs and leaders, including coordinating meetings and managing logistics. Coordinates onsite events and meetings, including room reservations, food orders, and general event logistics. Manages travel coordination and conference registrations, including bookings, registrations, and related documentation. Supports purchasing activities, including Amazon ordering and general supply requests, and expense reports in accordance with university procedures. Assists with managing corporate food delivery accounts (e.g., Grubhub) for team meetings and events. Serves as backup administrative support for other teams as needed to ensure continuity of operations. Responds to routine inquiries and provides general administrative assistance to staff and stakeholders. Maintains organized records, files, and documentation related to assigned administrative tasks. Supports preparation, formatting, proofreading, and editing of legal documents, including assembly, collation, pagination, and distribution both electronically and in hard copy. Maintains and retrieves electronic and physical files, including mail and other documents, assists with document routing, signature coordination, mail transmissions and special preparation and handling. Prepares materials and supports coordination of various team meetings. Performs other administrative duties as assigned. Supervisory Responsi bilities : N/A
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