Job Description

Administrative Assistant, San Jose,CA



Date Posted:


Employment Type:



Anna Kaur

Recruiter Email:

Job ID:

JN -032023-15496

Job Description


Serve as the key contact and manage the calendars for the DoA to ensure integration among clinical, academic, travel, administrative, and admissions-related activities. Evaluate the importance of meetings and events and sequence activities to optimize the DoA’s time, commitments, and priorities. Use good judgment in accommodating scheduling requests, handling potential scheduling conflicts, and prioritizing meetings with key stakeholders.

• Act on behalf of the DoA to interact with senior faculty, students, internal and external collaborators, vendors, and medical development staff/representatives in a professional and collegial manner. Prioritize what needs to be brought immediately to the DoA’s attention. Serve as the DoA’s delegate to manage email correspondence and calendars, providing appropriate recommendations and signature authority on their behalf.

• Research and provide appropriate background information to ensure that the DoA is fully prepared for all scheduled events and meetings. Generate information-rich agendas for Admissions weekly, monthly, and periodic meetings to ensure that deliverable tasks remain on schedule.

• Manage travel and reimbursement for all travel for the DoA, including travel reservations, conference registrations, ground transportation, and hotel. Review and submit purchase-card, travel-card, and other expense reports. Review and upload invoices for payment. Ensure that DoA and department yearly memberships are current.

• Maintain and update CV, NIH Biosketches, CAP profile, and other grant support documentation for the DoA. Manage clinical and admissions sensitive data. Discretion and sound knowledge of HIPAA and FERPA guidelines are required so that privacy and confidentiality are maintained.

• Create, compile, edit, and prepare documents and presentations for MD Admissions activities, such as the Annual Admissions Report for the Faculty Senate; weekly, monthly, and quarterly reports; grant and manuscript submissions; MD Admissions websites; extensive bibliographic databases; and training modules.

• Prepare logistics for MMI (Multiple Mini Interviews) days, including but not limited to creating schedule documents, reserving space, organizing supplies, transporting supplies, making copies, creating name badges, and organizing applicant folders. Oversee the logistics on interview days with tasks including but not limited to setting up the facilities, managing candidate and interviewer check-in, reconciling reimbursements, etc.

Pay Range--based on experience: $30-35/hour. 
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