Administrative Assistant

Company: TPIRC

Location: Long Beach, CA

Hours: Full Time, Non- Exempt; M-F 8AM-5PM; Onsite

Salary: $20-24/hr

Who We Are:

The Translational Pulmonary & Immunology Research Center (TPIRC) is a cutting-edge research and clinical care center that is revolutionizing treatment for rare and orphan diseases. Through the use of comprehensive diagnostic tools and patient-driven research, we seek to improve the quality of life for children and young adults each and every day.

Why TPIRC?

TPIRC is home to many innovative thinkers, problem solvers, and passionate leaders. The work we do is truly life-changing for our patients and their families; each member of our team will experience how their role supports our mission! TPIRC provides a challenging and rewarding environment where employees’ talents are leveraged, ideas are encouraged and growth is always inspired.

Who Are We Looking For?

We are currently seeking a motivated Administrative Assistant for our diagnostic laboratory. This individual will assist and coordinate activities and responsibilities for the department's leadership team. They will also provide project and administrative support.

Benefits:

• Health Insurance

• Vision Insurance

• Dental Insurance

• PTO Days

• Paid Holidays

• 401K Plan (matched)

• Professional Development

• Paid Training

• Company Sponsored Events

• Competitive Rates

• Growth Opportunities

Responsibilities (may include but not limited to):

Administrative Support

• Performs technical and administrative support involving a working understanding of the functions and procedures of the organization.

• Provides administrative support to projects, teams, and other special processes.

• Gathers and prepare information for presentations and final documents in support of meetings.

• Consistent and constant follow up of emails, requests, project timelines/deliverables, etc. until a response is received/issue is resolved/solution is made/project is complete.

• Composes original correspondence and forms on routine department matters.

• Responsible for assisting and coordinating daily activities including scheduling and maintaining calendar, preparing correspondence, record and transcribe meeting minutes and handles mail as appropriate.

• Contacts vendors for quotes and generates purchase order requests.

• Maintains records and assists in the preparation of departmental reports by gathering and summarizing information from a variety of sources.

• Receives, processes, and may reconcile documents for expenditures. Prepares requisitions and claims for reimbursement.

Schedule & Workflow Management

• Schedules appointments, meetings, preparing schedules and informing participants, confirming dates and times.

• Responsible for assisting and coordinating daily activities for department leader(s) including scheduling and maintaining calendar, preparing correspondence, record and transcribing meeting minutes.

• Identifies and sequences work routines, reports, and projects to meet expected deadlines and/or timelines.

• Prioritizes and delegates workflow of projects to other support staff.

• Coordinates information, communications and resources to align with the business priorities.

• Maintain a status chart of pending matters.

• Ensures office/teams are working to full efficiency.

Budget Support

• Assists with development of organizational unit budget proposals by collecting information and maintaining communications with work sections on status and information needs.

• Maintains approved budgets and transaction records, including those for projects.

• Initiates documentation for budget allocation changes and reassignments of funds to and from various accounts, working with the Finance department to assure compliance.

Required Skills/Abilities:

• Tech savvy and proficient in Microsoft Office (Outlook, Word, Excel, and PowerPoint), Adobe Acrobat

• Detail oriented and possess strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with a positive, flexible, and professional disposition.

• High-level interpersonal skills and the ability to build relationships with multiple stakeholders.

• Ability to work in a discreet and confidential manner.

• Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment.

• Ability to understand the office workflow to appropriately prioritize and delegate workflow of projects to other support staff and ensure teams are working to full efficiency.

• Prolonged periods of sitting at a desk and working on a computer.

• Must be able to lift up to 20 pounds.

Education/Experience:

• BS in related fields preferred.

• Strong work tenure with at least 3 years of experience supporting multiple managers in a fast-paced environment.