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(Archived) Executive Assistant

Last Updated: 7/30/22

Job Description

Charles R. Drew University of Medicine and Science

Executive Assistant

Posting Number-00663

Job Summary

Under the direct supervision of the Vice President for Research and Health Affairs (VPR), the Executive Assistant (EA) will provide the administrative support and assistance in the day-to-day operations within the Office of the Vice President for Research and Health Affairs for the Vice President for Research and Health Affairs (VPR). This includes, but is not limited to, managing schedules and meetings, answering phones, responding to e-mail, drafting reports, taking meeting minutes, and identifying and prioritizing items. The Executive Assistant will act as liaison and will represent the Vice President for Research to staff, faculty, senior management, other institutions, funding agencies, and regulatory agencies.

Essential Duties

  • Responsible for managing and coordinating schedules for VPR.
  • Assist with maintaining administrative and financial records.
  • Service as a liaison between the CDU Administrative Offices and Committees.
  • Assist in the day-to-day functions of the administrative unit in the operation of different programs.
  • Assist to document and file responses, tracking requests, and materials submitted to the VPR on a regular basis. Maintain a list of incoming and outgoing documents.
  • Coordinate the collection and compilation of program activity data; develop, write, and submit comprehensive statistical and narrative program reports.
  • Assist the VP in the collection of documents, updates, materials, and reports related to regular institutional, local, national, and federal reporting requirements.
  • Handle inquiries (phone, email, and walk-in, online); process incoming visitors; ensure all requirements for research faculty, staff, students, and community partners.
  • Provide assistance with various Centers, programs, and cores under the VPR (Cancer Center/AXIS Center).
  • Provide administrative assistance and support on grant development and grant submission.
  • Coordinate resources with research faculty and staff of Cancer Division/Center, AXIS, Research Administration programs, and other collaborative entities as needed through the infrastructure of the program’s aims and goals.
  • Assist in schedule and providing administrative support to planned Research seminar series etc., trainee involvement in research pillar (Cancer, HIV/AIDS, and Cardiometabolic) meetings and skill-building workshops for scholars and students involved in research. Including annual research symposiums.
  • Handle logistics for training including reservation of venues, parking, and equipment.
  • Performs other job-related duties as assigned or requested.

Required Qualifications


  • Four-year college degree (B.S.) in Business Administration or in Health Sciences. Experience in Business Administration, Public Administration, or Public Health is an advantage.

Minimum Requirements


  • At least 5 years or more years of experience working in an academic setting or institution with responsibility for coordinating educational programs and activities.
  • At least 5 or more years of experience in scientific and programmatic grant development, writing, and submission of grant proposals and reports including to federal, local, and private funding agencies. Prefer experience with grant submission to the National Institute of Health and its agencies such as the National Cancer Institute and the National Institute on Minority Health and Health Disparities.
  • Experience in coordination of staff and students, including experience working in conjunction with HR. Also strongly prefer experience working with diverse partners and cultural sensitivity.
  • Experience with developing and communicating, in written and oral form, detailed and technical-scientific and administrative program information to various audiences.
  • Experience with interpreting operating policies and procedures, and resolving minor discipline and other employee relations issues within an academic setting or institution.
  • Prefer working knowledge of science/health education or biomedical research.

Preferred Qualifications


  • Must be able to work on multiple tasks simultaneously and have strong time management skills.
  • Must have strong organizational skills, be detail-oriented, and have the ability to work collaboratively on scientific, clinical, research, administrative, and community-partnered teams.
  • Knowledge of grant proposal development and administration, including to federal, local, and private agencies. Strongly prefer experience working with the National Institute of Health and its agencies such as the National Cancer Institute and National Institute on Minority Health and Health Disparities.
  • Knowledge of word processing: strong scientific, clinical, and academic research writing skills preferred including but not limited to editing and preparing scientific/technical manuscripts and use of bibliographic software such as Endnote. Prefer knowledge of manuscript submission and scientific journal processes related to manuscript banking into NIH’s PMC in accordance with open access policies.
  • Knowledge of evaluation metric development for scientific, academic, educational, clinical, and community programs and activities including the ability to effectively consolidate, analyze, and report data.
  • Ability to develop and maintain professional working relationships in complex program/organizational settings involving heterogeneous constituents such as academic and clinical faculty, staff, students, and community partners from diverse backgrounds.
  • Excellent communication and interpersonal skills. Prefer basic/working knowledge of the Spanish language.
  • Proficient in Microsoft Applications, including but not limited to Outlook, Excel, PowerPoint, and Word.
  • Prefer knowledge of NIH grant application software and related submission processes.
  • Ability to apply a high degree of judgment, description, and initiative in coordinating activities.
  • Self-motivated and can work with minimum supervision.
  • Strong organizational, interpersonal, communication, and computer skills required.
  • Initiative to seek alternative approaches to solutions.

Special Requirements

COVID-19 Vaccination: As a health professions institution of higher education, Charles R. Drew University of Medicine and Science seeks to protect the health and safety of the University community. Accordingly, CDU will require COVID-19 vaccinations for all University students, faculty, and staff subject to limited exceptions and exemptions. The University vaccine requirement has been implemented consistent with federal and state law related to medical exemptions for students, faculty, and staff. Requests for disability and religious accommodations from faculty and staff will be evaluated consistent with the law and University policies and procedures

For more information and to apply

Fair Chance Statement

Charles R. Drew University of Medicine and Science will consider qualified applicants, including those with criminal histories, in a manner consistent with state and local “Fair Chance” laws.

Charles R. Drew University is an Equal Opportunity Employer

Company Details

Los Angeles, California, United States