Administrative Assistant II- Educational Operations

Title

Administrative Assistant II

Job Classification

R1-A2, Non-Exempt

Department Name

Educational Operations

Supervisor

Executive Director of Sponsored Projects and Research Administration, with a dotted line reporting to the Associate Dean of Basic Research

Work Arrangement

Hybrid Eligible

This is a new position at CUSM and is available immediately and will remain open until filled. Priority consideration will be given to applicants who submit a resume and cover letter through the application link by March 10, 2025. The pay range of $24.00 - $28.00/hour is dependent on education, job-related knowledge, skills, and experience. Applicants must be available to work on campus 3-4 days per week.

Position Purpose

Under the direct supervision of the Executive Director, the Administrative Assistant II (Admin Asst) will play an integral role in supporting the efficient and effective functioning of the Office of Sponsored Projects and Research Administration and the Office of the Associate Dean of Basic Research. This position will provide administrative, logistical, and Institutional Review Board (IRB) assistance in support of university goals.

Essential Functions

50% Office of the Associate Dean of Basic Research

• Provide high-level administrative support to the Associate Dean including maintaining reports, presentations, spreadsheets, contracts, agreements, correspondence, emails, marketing materials, press releases, invitations, programs, and publications. Manage calendar scheduling, take and distribute meeting minutes, and handle other administrative tasks as needed.
• Coordinate all aspects of research-related committees (e.g., Research Committee, IRB, IBC), including scheduling meetings, preparing agendas and materials, taking minutes, tracking action items, and maintaining records.
• Oversee the administration of student and faculty research programs (e.g., MD Scholar Program, SSRP, volunteer programs), maintaining records of research projects and outcomes progress in basic biomedical and clinical research, in addition to scholarly activity in education, community, and other types of scholarly engagements. Facilitate student access to research faculty and assist in identifying mentors.
• Oversee and facilitate student access to the medical records at Arrowhead Regional Medical Center (ARMC) and affiliated hospitals/clinics. Maintain records of CUSM student and faculty projects and progress in clinical research labs. Partner with the ARMC research office to identify research projects.
• Assist in the planning and execution of research-related events (e.g., Research Seminar Series, introduction to Research Day, and the annual Research Symposium), including logistics, marketing, review process, abstract submission, participant coordination, and event coordination.
• Collect and maintain a database of faculty and student scholarly activities outcomes for accreditation and strategic plan monitoring. Generate reports as needed. Maintain the database of faculty research projects.
• Assist in the organization and maintenance of research-related SharePoint sites, files, forms, and handouts, ensuring accessibility.

• Receive and distribute mail to the Office of Basic Research.

25% Institutional Review Board (IRB) Assistance

• Serve as the primary point of contact for IRB-related activities, providing support to IRB members, applicants, and investigators throughout the application and review process.
• Ensure that IRB members and investigators are up to date with Human Subjects Research (HSR) training (CITI Training).
• Screen IRB application submissions for completeness and assist applicants with the CUSM IRB application process. Manage the review of submissions by IRB members.
• Maintain meticulous records of all IRB activities. Prepare correspondence to investigators, IRB committee members, and the committee chair. Prepare IRB meeting agendas, minutes, and meeting materials for distribution.

20% Office of Sponsored Projects (OSP)

• Support the OSP through various university projects which may include research, data analysis, and preparation of project reports. Collaborate with cross-functional teams to ensure project timelines and deliverables are met.
• Maintain OSP web pages.
• Develop and maintain technical knowledge in sponsored projects and research administration related to current governmental research administration regulations, standards, and regulatory changes. Consistently remain aware of industry trends, benchmarks, and industry best practices to ensure optimal tools and resources are being utilized.
• Create, edit, and maintain various miscellaneous reports.
• Assist in updating the FundFit portal and identifying new funding opportunities for CUSM and ARMC faculty.
• Assist with processing and reconciliation of grant invoice requests, reimbursement claims, purchasing/honorarium requests, and post-expenditure allocations ensuring allowable costs. This may include fiscal close assignments.
• Assist with creating and developing Microsoft forms and templates.
• Assist and participate in various outreach activities including but not limited to conferences, symposiums, workshops, training sessions, or meetings.
• Attend and maintain appropriate training to acquire professional knowledge of laws and regulations governing

award administration.

5% Other Duties as Assigned

Required Educational Qualifications

• High School diploma or General Education Degree (GED) and a minimum of four (4) years’ experience supporting leaders and multiple departments; and, a minimum of two (2) years’ experience in grants and research-related administrative operations is required.

Skills and Abilities

• Demonstrated ability to thrive in a busy and deadline-driven work environment that requires coordination of multiple activities and the judgment and flexibility to reprioritize to accommodate emergency requests.
• Demonstrated knowledge of effective grant funding processes, procedures, and techniques.
• Advanced proficiency with technology and software including, Microsoft Office Suite, MS Outlook/Teams, SharePoint, Adobe Sign, and PowerPoint.
• Demonstrated ability to work independently, and as a part of a collaborative team, to organize and establish job priorities to meet deadlines and changing priorities. Ability to handle several projects with short deadlines, including coordinating the efforts of multiple contributors; and planning and establishing time frames for completion of assignments.
• Demonstrated ability to interact constructively with staff, faculty, students, and community members, with diverse personalities and cultures, exercising sensitivity, tact, and diplomacy with an emphasis on flexibility, customer service, and professionalism.
• Introductory knowledge and the ability to learn and develop an understanding of applicable federal, state, local, sponsor, and institutional regulations, policies, and guidelines.
• Ability to maintain confidentiality; ability to recognize sensitive information and handle information with care and discretion.
• Excellent communication skills, including written and verbal acuity.
• Excellent customer service skills.
• Excellent listening and critical thinking skills.
• Strong initiative.
• Strong organizational skills and attention to detail.
• Ability to guide processes to closure.

Preferred Qualifications

• Bachelor’s degree with work experience in a related field.
• Prior experience in an academic medical center.
• Clinical trial knowledge.
• Certified IRB Professional (CIP).
• Experience in higher education, medical education, or university environment.
• Familiarity with the Family Educational Rights and Privacy Act (FERPA) (20 U.S.C. § 1232g; 34 CFR Part 99). This law applies to all schools that receive funds under an applicable program of the U.S. Department of Education.

Other Requirements

Items Used

Standard office equipment including computer, printer/copy machine, postage machine, and telephone.

Physical Requirements

• Sit: Constantly
• Stand: Frequently
• Walk: Frequently
• Bend: N/A
• Squat: N/A
• Climb: N/A
• Crawl: N/A

Mental Requirements

• Read/Comprehend: Constantly
• Write: Constantly
• Perform Calculations: Occasionally
• Communicate Orally: Constantly
• Reason and Analyze: Constantly

Environmental Requirements

• Is exposed to excessive noise: No
• Is around moving machinery: No
• Is exposed to marked changes in temperature and/or humidity: No
• Drives motorized equipment: No
• Works in confined quarters: No
• Dust: No
• Fumes: No

Disclaimer:

The above information has been designed to indicate the general nature and level of work performed by employees within this classification. It is not intended to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.

Proof of full vaccination and one booster of SARS-CoV-2 (COVID-19) is a condition of employment or, if applicable, submit a request for Exception (based on Medical Exemption, Disability, and/or Religious Objection.)

FLSA Status: Non-Exempt

Job Description Preparation Date: February 20, 2025

Documents required

• Cover Letter/Letter of Interest
• Resume

Diversity and Equal Employment Opportunity Policy Statement

California University of Science and Medicine (CUSM) supports the principles of equal opportunity, inclusion and diversity in employment and education. The University seeks to ensure that no person will encounter discrimination in employment or education on the basis of age, skin color, ability status, biological sex, gender identity, gender expression, national origin, immigration status, race, ethnicity, religion, sexual identity, or Veteran's status. This policy is applicable to both the employment practices and administration of programs and activities within the University. It is the policy of the University that no person shall be excluded from participation in, be denied the benefits of, or in any way be subject to discrimination in any program or activity at the University. Further, CUSM is committed to being an antiracist institution that continuously works to end oppression in all forms. Therefore, CUSM actively maintains institutional structures and learning opportunities to prevent bias or discrimination incidents and address them with individual and collective accountability should they occur.