Administrative Associate

California, United States
08 Nov 2018
End of advertisement period
08 Jan 2019
Contract Type
Full Time

The Center for Advanced Pediatric & Perinatal Education (CAPE) is searching for an Administrative Associate 2 to provide administrative and operational support working under general supervision. The AA2 reports to the Program Manager to complete job duties, including P-Card transactions, travel planning, purchasing, event coordination and support to faculty and staff. The AA2 will process travel reimbursements, payments, monitor/process routine financial transactions, and coordinate logistics for program events. 

This is an excellent opportunity for a highly self-motivated learner willing who is eager to take on new challenges in a dynamic and fast-paced environment. The candidate should be able to work independently and in a team setting, and must be customer oriented.

CAPE is the world’s first simulation-based training and research center dedicated to the fetal, neonatal, pediatric and obstetric sciences. CAPE offers multiple programs to novices and experts alike and is the site of clinically relevant research. The goal of every CAPE training and research program is to improve safety, efficiency and effectiveness of patient care.

Duties include: 

  • Respond to inquiries and determine and take appropriate action as required. Serve as a resource regarding a defined set of policies and procedures.
  • Perform duties associated with scheduling, organizing, and operating conferences, seminars, and events, including recommending vendors for services, overseeing the production and distribution of materials, coordinating logistics, and serving as liaison with internal and external vendors.
  • Draft and/or generate routine communications; coordinate production (formatting, copying, etc.) and dissemination of documents, such as presentations, course handouts, grant proposals, conference and seminar materials, complex reports, brochures, and displays. 
  • Plan and schedule calendar(s) based on consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.
  • Process and monitor routine financial transactions, which may include researching and resolving discrepancies.
  • Maintain office supplies and equipment; obtain vendor quotations, as needed. Coordinate office moves. 
  • Maintain approved content on websites.

* - Other duties may also be assigned


Four-year degree and 2 years of administrative experience or combination of education and relevant experience. 


High school diploma and three years of administrative experience, or combination of education and relevant experience.


  • Proficient computer skills and demonstrated experience with office software and email applications.
  • Demonstrated success in following through and completing routine tasks.
  • Strong organizational skills and attention to detail. 
  • Strong verbal and written communication skills.
  • Excellent customer service and interpersonal skills.
  • Ability to prioritize and multi-task. 




  • Constantly perform desk-based computer tasks.
  • Frequently sitting.
  • Occasionally stand/walk, reach/work above shoulders, grasp lightly/fine manipulation, grasp forcefully, use a telephone, sort/file paperwork or parts, lift/carry/push/pull objects that weigh up to 10 pounds.
  • Rarely twist/bend/stoop/squat, kneel/crawl.

*- Consistent with its obligations under the law, the University will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential functions of his or her job