Administrative Assistant II

Title: Administrative Assistant II/Administrative Project Specialist

Location: Los Angelos, CA 90032

Duration: 6 months | Possible extension/conversion

Schedule: Hybrid. In office Mondays, Wednesdays and Fridays. Offsite on Tuesdays and Thursdays. This schedule is not flexible, and the department s schedule must be adhered to.

PR: XXXXXXXXXXX/hr

Parking: Parking can cost up to 20.00 per day based on location and is paid at the contingent's expense -Monthly parking pass available for purchase reduces the cost to roughly XXXXXXXXXXX/day. If the worker ends prematurely or in the middle of the month, the remaining days are reimbursable by the transportation department.

Job Summary:

The selected candidate will coordinate and support operational activities for the department. Reporting to the Chief Programs and Communication Officer (CPCO), this individual will support overall operations by optimizing administrative processes and maintaining a professional work environment.

The Administrative Assistant II will collaborate with staff to establish, maintain, and execute key initiatives. Responsibilities include project planning, implementation, evaluation, scheduling, coordination, and administrative support. The candidate will execute project work plans developed by the CPCO, update them as needed, monitor project status, assist with data collection, prepare documentation, manage timelines, and promote departmental activities through professional communication with faculty, staff, and community partners.

Responsibilities include:

• Coordinating travel arrangements.
• Planning meetings and events.
• Ordering office supplies.
• Processing invoices and reimbursements.
• Assisting with scientific manuscript submissions.
• Copyediting documents.
• Maintaining social media and online content.
• Managing phone calls and email correspondence.
• Building and maintaining an activity catalog for publications, grant applications/awards, research projects, outreach activities, clinical services, and other departmental initiatives.
• Tracking administrative strategies and initiatives.
• Preparing reports and presentation materials for internal and external stakeholders.

Minimum Qualifications:

• Bachelor s degree, Public Health or related field preferred, but not required; 2 years of related professional experience.