Job Description

Requisition Number 05404
Department Name: TSRI Grad Program - Admin
Position Type: Full Time
Position Title Administrative Assistant III Support
Position Summary:

Perform a wide variety of activities in support of the day-to-day administrative functions within the Graduate Program Office and Career & Postdoctoral Services Office.


  • At the front desk for Graduate Studies and Career and Postdoctoral Services Offices, answers and respond to phone, email and in-person inquiries, assisting graduate students, postdoctoral fellows, summer interns, faculty members and visitors who contact or visit the graduate office.
  • Opens, date stamps and routes mail to students and staff.
  • Coordinates events/facility tours for education and training programs including contacting and inviting speakers; coordinating dates; developing, producing and distributing communication pieces and event materials.
  • Distributes surveys and compiles, evaluates and reports relevant statistics, including event evaluation forms, demographics, online responses, etc.
  • Orders and maintains education and training programs supplies and equipment. Arranges travel logistics, parking, catering, etc.
  • Assists Admissions Coordinator with admissions processes on a seasonal basis. Tracks and verifies completeness of applications scans correspondence, assists admissions committee members, prepares schedules and welcome packets.
  • Coordinates work permits, timesheets, and requisitions for trainees.
  • Maintains files and places correspondence in proper order within each folder.
  • Enters data in student records database, online application systems, attendance and compliance database and course registration system.
  • Proactively and as assigned, conducts searches for appropriate funding opportunities and announcements, including registering for email distribution/notification lists of newly available funding opportunities. Summarizes options and presents to Director. Coordinates various aspects associated with manuscript preparation such as typing, formatting, inserting graphs and references, proofreading and submission.
  • Processes requests for student loan deferrals, course reimbursements, transcripts, certification letters, etc. and may provide authorization signature.
  • Coordinates classroom and lecture hall room reservations for outreach, graduate program, and career-related events.
  • Performs other duties as assigned.
Location: California
Additional Information:

Monday through Friday
8:30 am - 5:00 pm

Physical Requirements:

With or without reasonable accommodation, employees in this position must be able to sit and type at a computer terminal for up to 8 hours per day with appropriate breaks and perform tasks that require fine dexterity and repetitive motions using the arms, hands, wrists and fingers. Further details of established essential functions for this position will be addressed/discussed during the interview process.

Basic Qualifications:
  • High school diploma or equivalent (GED).
  • Minimum of three years directly related experience as an administrative assistant in an environment such as medical, research or educational environment.
  • Candidates with a related Bachelor or Master degree and some administrative office experience may be considered in lieu of required experience defined above.
  • Knowledge of educational system.
  • Work experience and strong skills using Microsoft Office (Word, Excel, Outlook, PowerPoint) and Adobe Acrobat skills, as well as the ability to learn new programs and applications. Experience using Access desired.
  • Requires high level of accuracy and attention to detail
  • Effective organization, multi-tasking, problem-solving skills.
  • Strong interpersonal, verbal and written communication skills.
  • Ability to work independently and in a team, be flexible and adaptable, willing to learn.
  • Multicultural and diversity sensitivity.
  • Ability to use discretion, exercise good judgment, and maintain strict confidentiality.
  • Professional level typing skills (55 wpm).
  • Experience maintaining a website is desirable.
Preferred Qualifications:
  • Bachelor’s degree preferred.
Compensation: $19.58 - $24.45 per hour. Where someone falls within this range will be based on budget, experience and internal equity.
Job Closing Date:
Open Until Filled Yes
EEO Statement

The Scripps Research Institute is an Equal Opportunity Employer. All qualified applicants are encouraged to apply and will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other legally protected characteristic or status.

Application Instructions

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