Job Description

Payroll Title:
CANCER CENTER/California Smokers' Helpline
Salary Range
Commensurate with Experience
Greenwich Drive
Appointment Type:
Appointment Percent:
Total Openings:
Work Schedule:
Days, 8 hrs/day, 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.

#112245 Administrative Officer - Supervisor

Filing Deadline: Tue 10/26/2021

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

UCSD Layoff from Career Appointment: Apply by 10/15/2021 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 10/26/2021. Eligible Special Selection clients should contact their Disability Counselor for assistance.


The California Smokers' Helpline (CSH) is part of the UCSD Moore's Cancer Center. It is grant-funded group with an annual budget of $10 million and 120 staff members. It provide free evidence-based telephone counseling to help people quit using tobacco. CSH offers counseling service in six languages--English, Spanish, Cantonese, Mandarin, Korean, and Vietnamese. CSH is also involved with tobacco control research through grant funding (NCI, CDC, CMS, TRDRP and others). At any given point of time, there are several research projects ongoing. CSH also conduct the California Student Tobacco Survey (CSTS) and evaluating California TUPE (Tobacco Use Prevention Education) program.

The Administrative Officer is responsible for management of the day to day operations of the Administrative Service Division and serves on the CSH Senior Management Team to ensure good communication within the division and the rest of the department (which includes counseling, IT, and research). The incumbent will have overall administrative responsibility for the whole department.

The Administrative Officer acts as an information resource to internal and external campus departments. Collaborates with the Directors of various divisions within the department in developing short and long-term strategies. The Administrative Officer will participate in development, interpretation, revision and implementation of managerial policies, procedures and guidelines. The incumbent will supervise and promote professional development of staff and oversee fiscal management of the department (with annual budget of $10 million). Develop divisional databases and analytical studies to evaluate financial performance. Perform with a high level of creativity, utilizing investigative, analytical, negotiation, and problem-solving skills.


  • Seven (7) years of related experience, education/training, OR a Bachelor’s degree in related area plus three (3) years of related experience/training.

  • Knowledge of a variety of administrative operational activities such as event planning, basic fundraising processes, risk management planning, website design, accounting and payroll, and contracts and grants regulations and guidelines.

  • Demonstrated knowledge of planning, budget development and financial management, and an ability to understand, analyze, interpret, and prepare complex written financial data and material.

  • Strong supervisory, leadership and management skills. Ability to work and communicate with staff, colleagues, and other campus department representatives. Exercise good judgment in making management decisions that affect performance, productivity and department growth.

  • Proven independent knowledge to plan and forecast current and future for fiscal requirements and budget preparation. Excellent organizational skills to set goals and prioritize projects while meeting deadlines.

  • Effective interpersonal skills including verbal and written communication, active listening, critical thinking, persuasiveness, advising and counseling skills.

  • Ability to use discretion and maintain confidentiality.

  • Strong skills in short-term planning, analysis, problem-solving, and customer service.

  • Thorough knowledge of financial analysis and reporting techniques, and / or human resources policies and procedures for staff and academic employees.

  • Proven knowledge and experience in the principles and practices of accounting, and an ability to conduct financial analyses and apply concepts to system design, development, implementation and practice. Proven skills and knowledge to monitor financial ledgers, audits, and reconciliation of financial data.

  • Ability to maintain confidentiality at all times.


  • Five (5) or more years of relevant experience.
  • Thorough knowledge of University rules and regulations, processes, protocols and procedures for budget, accounting and fund management, and/or personnel management.
  • Demonstrated knowledge of UCPath.
  • Demonstrated knowledge of on-line time keeping.


  • Employment is subject to a criminal background check.
  • Must be able to work altered schedule as workload requires.
  • Must also be able to travel to campus to attend meetings, conferences, and/or training seminars.

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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