Job Description

Payroll Title:
Salary Range
Commensurate with Experience
Appointment Type:
Appointment Percent:
Total Openings:
Work Schedule:
Days, Variable, Monday - Friday

As a federally-funded institution, UC San Diego Health maintains a marijuana and drug free campus. New employees are subject to drug screening.

#111998 Administrative and Fiscal Coordinator

Filing Deadline: Tue 11/2/2021

For the safety and well-being of the entire university community, the University of California requires, with few exceptions, that all students, faculty and staff be vaccinated against the COVID-19 virus before they will be allowed on campus or in a facility or office. For more information visit:,-faculty-and-staff-issued-for-2021-2022.html

This is a career 50% position that is eligible for full benefits and is expected to work around 20 hours per week.

UCSD Layoff from Career Appointment: Apply by 09/28/21 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 10/07/21. Eligible Special Selection clients should contact their Disability Counselor for assistance.

This position has recently been accreted by Teamsters CX union, and will be a part of that union moving forward.


The Department of Pediatrics is one of the largest departments within the School of Medicine with approximately 250 Faculty, 127 postdoctoral fellows (both MDs and PhDs) along with over 320 support staff (not including hospital staff). In addition, the Department has 68 clinical residents distributed across the Divisions. The missions of research, education and patient care are intertwined, and are integral to the goals of the department.

The Department manages a university-affiliated children's health system with the physicians and leadership of the University of California, San Diego (UCSD), Rady Children's Hospital, and Rady Children's Specialists of San Diego, a Medical Practice Foundation, unifying pediatric patient care, research, education and community service programs.

Under general supervision, the Administrative and Fiscal Coordinator for the Director of the Mother-Milk-Infant Center of Research Excellence (MOMI CORE), will provide project and fiscal support that requires interpretation of policy, recognizing possible alternative actions and developing new sources of information. The Administrative and Fiscal Coordinator: Supports MOMI CORE and the Director’s lab with project pre- and post-award processes. Develops and maintains databases and forms required for grant and fellowship applications. Supports the development of budgets and budget justifications for grant and fellowship applications. Acts as liaison with Department Business Office, Office of Contracts and Grants, UCSD Foundation, and federal and private granting agencies. Works with the Business Office to tracks spending, assemble monthly financial reports and projections, and support the development of interim and final reports to funding agencies.

Supports MOMI CORE Seed Fund program by overseeing the requests for applications, receiving, triaging and reviewing applications, and providing pre- and post-award administration and reporting. Organizes and assists MOMI CORE advisory board meetings and communication, and organizes seminars and symposia. Develops and maintains databases, and extracts, analyzes, interprets and reports on data from sensitive and confidential information in electronic and paper form. Responsible for daily calendar, correspondence, travel arrangements, reimbursements and purchases related to MOMI CORE and the Director’s lab. Uses professional concepts to apply organization policies and procedures to oversee a variety of ongoing administrative operational issues. Administers defined operational program. Analyzes and resolves operational problems of moderate scope.


  • Six (6) years of related experience, education/training, OR a Bachelor’s degree in related area plus two (2) years of related experience/training.

  • Strong communication and interpersonal skills to communicate effectively with all levels of staff verbally and in writing.

  • Knowledge of and experience working with policies and procedures relating to contract and grants and accounting. Ability to analyze and interpret which policies and procedures apply to a given situation.

  • Proven knowledge of and experience in contract and grant proposal formats, preparation, submission and administration, as well as knowledge of Federal, State and private granting agency regulations.

  • Advanced organizational and project management skills, including ability to work independently, determine appropriate priorities, and complete projects accurately, efficiently and with a high level of attention to detail, despite competing deadlines.

  • Excellent interpersonal skills to successfully interact with a variety of people, including high-level executives, civic leaders, members of the community from diverse cultures and backgrounds. Skill to communicate effectively, diplomatically, and professionally, both orally and in writing.

  • Strong knowledge and skill with using computer software (e.g. Microsoft Word, Excel, Access, PowerPoint, Outlook, electronic mail).

  • Ability to resolve conflicts with creativity and authority while maintaining a professional relationship. Ability to control situations or events in the absence of higher authority and ability to make recommendations or decisions that affect office operations and activities.

  • Strong composition, editing and proofreading skills to review copy for appropriate style, consistency, format, completeness, errors, etc. to ensure accuracy and correct grammatical content of documents.


  • Skill to train, oversee, motivate and direct staff of various professional qualifications, with proven ability to delegate tasks and solve problems creatively.
  • Experience working with IFIS, FinancialLink, TravelLink, Blink, or equivalent programs.
  • Experience with University policies and procedures regarding purchasing, returned goods, travel, disbursements, and inventory.
  • Knowledge of medical and scientific terminology.
  • Experience overseeing complex calendaring, travel, and event planning.
  • Experience maintaining, updating and further developing websites (SharePoint and html) and social media platforms.
  • Significant knowledge of visa requirements for international postdoctoral fellows and other visiting scholars.


  • Employment is subject to a criminal background check.
  • Occasional evenings and weekends may be required.

Job offer is contingent on successful engagement in the UC COVID-19 Vaccination program (fully vaccinated with documented proof or approved exception/deferral).

UC San Diego Health is the only academic health system in the San Diego region, providing leading-edge care in patient care, biomedical research, education, and community service. Our facilities include two university hospitals, a National Cancer Institute-designated Comprehensive Cancer Center, Shiley Eye Institute, Sulpizio Cardiovascular Center, and several outpatient clinics. UC San Diego Medical Center in Hillcrest is a designated Level I Trauma Center and has the only Burn Center in the county. We invite you to join our dynamic team!

Applications/Resumes are accepted for current job openings only. For full consideration on any job, applications must be received prior to the initial closing date. If a job has an extended deadline, applications/resumes will be considered during the extension period; however, a job may be filled before the extended date is reached.

UC San Diego Health is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, age, protected veteran status, gender identity or sexual orientation. For the complete University of California nondiscrimination and affirmative action policy see:

UC San Diego is a smoke and tobacco free environment. Please visit for more information.

Application Instructions

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