Admistrative Assistant Jobs (NOW HIRING)

The UCSF Hair Analytical Laboratory (HAL) analyzes antiretroviral concentrations in hair (but may include other biological specimens such as urine, dried blood spot (DBS), plasma, serum, blood, nail, etc.) in the context of HIV and TB prevention and treatment studies using assays that are developed and validated according to the Federal Drug Administration (FDA's) guidelines for bioanalytical methods and the National Institute of Health's Division of AIDS' (DAIDs) Clinical Pharmacology and Quality Assurance Program (CPQA). This position requires overseeing and maintaining high quality regulatory functions in the laboratory.
This HAL Lab Assistant 3 position will assist laboratory personnel and laboratory leadership in facilitating the safety and daily functions of the laboratory, including keeping accurate clinical/research sample information. This position will also be responsible for ordering supplies for the lab. Additional duties will include helping to maintain optimal conditions of the instruments for HAL's analytical studies, including a variety of daily laboratory functions such as checking and changing freezer/refrigerator charts, calibration of equipment, supply ordering and management, etc.
Responsibilities
DUTIES & ESSENTIAL JOB FUNCTIONS
Identify the functions or tasks that employees in the job perform. The essential functions should state the purpose of the work and the results to be accomplished, rather than how the function is performed. Of the tasks listed, what percentage of time is devoted to each? The more time employees spend on a function, the more likely it is that the function is essential. Generally, include those functions that account for 10% or more of the work, i.e., key items that contribute significantly to the achievement of the job. The functions should add up to 100%.
of time
Essential Function (Yes/No)
Key Responsibilities
(To be completed by Supervisor)
55
Yes
LAB COORDINATION DUTIES

• Submits "Weekly Updates" to the UCSF HAL Lab Research Supervisor, laboratory director and PI, if required. Weekly reports include, but not limited to, a summary of clinical/research sample receiving, storage and log-in status, the status of ordering and receiving chemicals and supplies, balance and equipment calibration plans, any concerns regarding the labaoratory.
• Ensures clinical samples (including but not limited to hair, urine, plasma, serum, DBS, etc.) receiving, recording, acknowledgements, and storage
• Confirms all clinical/research samples are accurately received against the clinical manifest, logged in and "Acknowledgement of Samples Receipts" are sent to the relevant investigators
• Orders and purchases biological samples, solvents, glassware, chemicals, laboratory and office supplies, equipment parts, and maintenance contracts, and advises staff on equipment and supply purchasing matters.
• Receiving, storing, distribution and maintenance of chemicals, supplies and equipment.
• Manages the handing of organic, chemical, regular and biological waste and maintains lab biosafety hoods, fume hoods, and benches.
• Inventories equipment and chemicals as required by the department and OEH&S.
• Ensures equipment are maintained properly.
• Issues and receives pipettes, syringes, and other lab related items with identification numbers.
• Manages temperature chart on recorders and alarm system on all freezer and refrigerators and deicing and cleaning of refrigerators/freezers.
• Changes the desiccant in all desiccators, which requires N95 respirator mask FIT testing and medical clearance.
• Performs scheduled testing on freezer alarm systems, etc. as required by internal SOPs and OEH&S.
• Troubleshoots internet related problems affecting network, database and LDMS and contacts appropriate department to resolve issue.
• Coordinates, escorts, collects, and inventories positive incurred samples from Shaved Hair study participants.
• Packs, prepares documentation, and sends clinical samples (urine, plasma, DBS, hair, etc.) to other analytical laboratories.
• Packs and sends tenofovir urine immunoassay kits with sending documentation and receipt acknowledgement form and works with those sites to complete commercial invoice or other applicable documentation.
• Prepares SeroPrEP test kits, including documentation, and sending kits to clinical sites, along with updating SeroPrEP Participant and Specimen Tracking spreadsheet with sample collection and/or volume information and sending/uploading applicable forms to/for the Study Coordinator.
• Trains other HAL staff on laboratory duties which need coverage, when unavailable.

40
Yes
LAB ADMISTRATIVE DUTIES

• Assists in drafting and implementing the Biological Use Authorization (BUA), maintains the UC chemical inventory and implements Standard Operating Procedures (SOP) for Particularly Hazardous Chemicals (PHC), drafts and implements the Emergency Action Plan (EAP), and maintains safety procedures and emergency supplies.
• Assists laboratory personnel to complete analytical studies by facilitating daily lab activities such as chemical handling and waste management
• Maintains valid documentation of purchases, contracts and login/checkout to assure accountability.
• Maintains logbook and log-in sheet for various lab instruments.
• Organizes the HAL clinical sample inventory, chemical and supply inventory, and lab space.
• Manages laboratory equipment and facility space scheduling.
• Manages internal system of reference standards.
• Researches and updates information regarding resources for obtaining supplies for pharmaceutical analysis to specifications of the studies
• Informs management about laboratory issues and concerns and quality assurance and regulatory issues.
• Accompanies inspectors on site visits and reviews client on site inspections.
• Serves as liaison between other UCSF departments and communicating with regulatory agencies, clinical laboratories, and other businesses outside of UCSF.
• Assists other University departments to comply with equipment inventory, chemical inventory, equipment surplus and laboratory inspections.
• Contacts service companies for quotations and submitting service agreement contracts in BearBuy to obtain Purchase Orders.
• Contacts supply companies for quotations and submitting orders in BearBuy
• Participates in the development and monitoring of policies and standard operating procedures for the laboratory.
• Coordinates inventory planning and purchasing and instrument service contracts.

5
Yes

• Writes e-mails/letters/memos requested by HAL directors (to include, but not limited to requesting to discard/return samples to clinical labs/study directors after study completion, coodinating with other UC personnel (outside of the HAL) about shipments/supplies, and requesting positive incurred quality control needed for validating analytical methods and completing bioanalytical studies).
• Writes and/or contributes towards instructional and executional procedures on job duties and/or laboratory SOPs

100%
(To update total %, enter the amount of time in whole numbers (without the % symbol - e.g., 15, 20) then highlight the total sum (e.g., 1%) at the bottom of the column and press F9. The total sum should add up to 100%.)
Qualifications
Required Qualifications
• Graduation from high school or a General Education Diploma.
• Three (3) years of laboratory experience
• or two years of college including courses in the natural, physical or social sciences and two years of laboratory experience, utilizing the techniques or methods required by the position;
• or an equivalent combination of education and experience.
• Knowledge and abilities essential to the successful performance of the duties assigned to the position.
• Extremely detail oriented; works with an extremely high level of accuracy.
• Strong knowledge of Microsoft Excel and Word.
• Knowledge of necessary lab safety procedures and requirements, implementing and training staff on the Standard Operating Procedures (SOPs) for the Biological Use Authorization (BUA) under Research Information Online (RIO), under UC Chemical Inventory under UC Safety and the Emergency Action Plan (EAP).
• Knowledge of a wide variety of specialized laboratory equipment.
• Knowledge of research discipline or instructional design to collaborate effectively with faculty and function as a resource to research and instructional associates.
• Strong interpersonal and communication skills, professionalism, and organizational skills to develop and maintain effective working relationships with faculty, staff, and personnel outside of the University.
• Excellent written skills to conduct and report on laboratory findings.
• Knowledge of medical and scientific terminology.
• Professional and motivated attitude.
Preferred Qualifications
• Advanced knowledge of information technology, such as networking, database, and security skills.
• Solid leadership skills associated with establishing priorities, scheduling laboratory space, and ensuring completion of multiple projects and work assignments.
• Knowledge of PowerPoint and Access.
About Us
About UCSF
The University of California, San Francisco (UCSF) is a leading university dedicated to promoting health worldwide through advanced biomedical research, graduate-level education in the life sciences and health professions, and excellence in patient care. It is the only campus in the 10-campus UC system dedicated exclusively to the health sciences. We bring together the world's leading experts in nearly every area of health. We are home to five Nobel laureates who have advanced the understanding of cancer, neurodegenerative diseases, aging and stem cells.
Pride Values
UCSF is a diverse community made of people with many skills and talents. We seek candidates whose work experience or community service has prepared them to contribute to our commitment to professionalism, respect, integrity, diversity and excellence - also known as our PRIDE values.
In addition to our PRIDE values, UCSF is committed to equity - both in how we deliver care as well as our workforce. We are committed to building a broadly diverse community, nurturing a culture that is welcoming and supportive, and engaging diverse ideas for the provision of culturally competent education, discovery, and patient care. Additional information about UCSF is available here.
Join us to find a rewarding career contributing to improving healthcare worldwide.
Equal Employment Opportunity
The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected status under state or federal law.
Salary Information
The final salary and offer components are subject to additional approvals based on UC policy.
Your placement within the salary range is dependent on a number of factors including your work experience and internal equity within this position classification at UCSF. For positions that are represented by a labor union, placement within the salary range will be guided by the rules in the collective bargaining agreement.
To learn more about the benefits of working at UCSF, including total compensation, please visit: https://ucnet.universityofcalifornia.edu/compensation-and-benefits/index.html